Office and Logistics Manager

Deadline for Application: April 25, 2024

The Office & Logistic Manager will be responsible for organizing and coordinating office operations, logistics and procedures in order to ensure organizational effectiveness and efficiency. The Office & Logistic Manager will report to and will work under the direct responsibility of the Team Leader.

A: PERSONNEL PROFILE

Essential Skills and Experience

• Relevant University Degree;

• 3-5 years of relevant work experience;

• Ability to communicate effectively in English and Albanian orally and in written form; Knowledge of Serbian will be an asset;

• Excellent interpersonal and team building skills with the ability to maintain good internal and external relationships and networks;

• Excellent analytical and problem-solving skills;

• Flexibility and maturity of judgment;

• Ability to work under direction and also to use own initiative;

• Excellent planning and management skills;

• Ability to manage own workload and that of others and to prioritize tasks;

• Strong technical and organizational skills including analytical and problem-solving skills;

• Ability to maintain a high level of accuracy in preparing and entering information;

• Proficiency in IT including a good working knowledge of current Microsoft Office packages and office equipment skills;

• Flexibility and willingness to work occasionally outside ordinary business hours;

• Ability to understand and respect all confidential classifications (both government and trade nature) of any government or trade documents, statements, or other information he/she may be given during the exercise of his/her duties;

• Knowledge of EU policies and institutions is desirable.

B: JOB DESCRIPTION

Tasks and Responsibilities

• Maintains office services by organizing office operations, logistics, and procedures; controlling correspondence; designing filing systems;

• Reviewing and approving supply requisitions; assigning and monitoring clerical functions;

• Defines procedures for record retention by ensuring protection and security of files and records and their effective transfer;

• Maintains professional and technical knowledge by liaising with other agencies, organizations, and groups, attending educational workshops;

• Implements office policies by establishing standards and procedures;

• Manages the logistical issues of the project office (e.g., payment of rent, telephone and e-mail provider, stationery, electricity, cars, etc.);

• Manages and co-ordinates the recruitment and deployment process of the project international and local experts;

• Oversees the recruitment of new project staff, sometimes including training and induction;

• Co-ordinates the logistical, financial, and administrative support to the international experts (including acquisition of any necessary documentation from the EUOK and respective Ministries, accommodation, interpretation, etc.) and local experts;

• Manages and co-ordinates the administrative and logistical support to all project activities (including organization of study visits, conferences, workshops, etc.);

• Organizes and supervises the implementation of new office systems, maintenance, layout, equipment procurement, and repair work;

• Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends;

• Manages project contracts and serves as point of contact with project vendors and suppliers;

• Ensures adequate staff levels to cover for absences and peaks in workload;

• Manages the project pool of freelance translators/interpreters;

• Monitors and records long-distance phone calls and controls correspondences;

• Undertakes any other duties as required by the Team Leader.