Supervised by: Country Director

Superior to:

Administration and Finance Assistant (40%)

Substitution in case of absence for:

Is represented by

The goal of the job: The Administration and HR Coordinator (AC) is responsible for the functioning of the Caritas Switzerland Office in Kosovo. He/She is responsible for managing all kinds of tenders and different procurements. He/She is responsible to follow the regulations of Caritas Switzerland concerning Human Resource Management including recruitment, upgrading and further qualification.

Also, s/he is responsible for the functioning and working conditions of technical equipment (computers, telephone, email) for the office as well as keeping all electronic devices as well maintained and in optimal function and ensuring the IT Support to Caritas Switzerland, incl. advice and installation of appropriate programs for each staff and advice on purchasing electronic devices. S/he is the responsible person to advise according to organization requirements and for the appropriate electronic filing system. S/he also actively takes responsibility for recruitment processes.

Tasks: Administration Coordinator

• Ensures that the Prishtina country office is working according to the regulations of Caritas Switzerland;
• Ensures that CACH contracts are meeting the requirements of the Republic of Kosovo and takes necessary steps to ensure follow-up based on legal changes. In addition, ensures that annual reports to the Ministry of Public Administration are done in compliance with legislation in place;
• Ensuring that Caritas Switzerland is meeting the legal requirements of the Republic of Kosovo overall;
• Overall management of Administration, HR, and Procurement for all Caritas projects;
• Human Resource Management (incl. national regulation and regulation of Caritas Switzerland about Human Resources in Field offices) according to the instruments of CaCH for it e.g. appraisal, staff contracts, job descriptions, records (time sheets), hand-over procedures, recruitment, leave plans and their approval.
• Managing and conducting different kinds of tenders, auctions and involvement in other procurements necessary for programme and projects in Kosovo;
• Management of admin relevant contracts and agreements with vendors and partners including contract negotiations;
• Ensures professional archiving of programme, admin and HR documents (hardcopy and electronic) based on CACH and legal requirements;
• Supervision and monitoring of all procurement under the Caritas Switzerland following Caritas Switzerland, Kosovo and donor regulations (SDC, ADA, Germany, Liechtenstein, others);
• Contributing to the development of the procurement policy, staff regulation and salary system along with the Country Director and keeping it up-to-date;
• Security focal person of Caritas Switzerland in Kosovo - providing briefings and training to staff and visitors and updating Local Security Plan;
• Overall safety at the office premises;
• Vehicle fleet management of Caritas´ vehicle pool of 7 vehicles (including control of the logbooks)
• Preparing the monthly office report
• Maintaining the inventory of the Kosovo office with the support of admin staff
• Installing and keeping maintained all computers, printers and other electronic devices, including UPS, stabilizers, electronic backups, LAN, WLAN, telephone exchange, etc.;
• Facilitating information exchange among all computers by maintaining internal networks in all field offices;
• Purchasing new electronic devices and office supplies when necessary;
• Ensuring the visibility requirements of donor organizations (ADC, SDC, Liechtenstein, Kosovo) in close coordination with the Country Director;
• Quality assurance of Public Relations material upon request, particularly concerning procurement thereof;  
• Providing advice on and support of the electronic filing system.
• Overall, managing of the compound and office building (maintenance and cleanliness);
• Managing and keeping updated all data on the NAS and CARA server (sync) in Kosovo. Ensuring that data is stored in a structured way;
• Other tasks from CD or HO

 100%

Requirements:

• Master’s degree (business administration, law, or other relevant to the position);
• Proven working experience of 5 years in administration and/or human resource management;
• Good knowledge of office management (including contract management of services and labour contracts);
• Minimum of five years of working experience in the international development environment;
• Experience with organizational development is a plus;
• Knowledge of Kosovar authorities and the administration; Knowledge of rules of procedures when cooperating with Kosovo authorities and public institutions;
• Experience with procurement according to local and international rules and regulations;
• Experience in management and administration of development projects is a plus;
• Experience in the financial management of at least 3 years;
• Experience with security matters in the specific Kosovar context is a plus;
• Experience in collaboration with International Organisations, Government Institutions, NGOs and Donors;
• Advanced skills in planning, written and oral communication, facilitation, and coordination;
• Excellent knowledge of English, Albanian or/and Serbian languages (both written and spoken);
• Excellent skills in MS Office applications (Word, Excel, PowerPoint, etc);
• Knowledge and understanding of financial management is considered a strong asset; Knowledge of finance software is a plus;
• Teamwork and communication skills;
• Good knowledge of IT systems is a plus;
• Flexibility to travel in the field and flexibility in working hours;
• A valid driving license (B);
• Flexibility with working hours.

Application

Send your application latest by 26. August 2022 via email to [email protected] indicating “Admin Coordinator” in the subject line.

Please provide a:

• Motivation Letter
• Updated Curriculum Vitae (CV) in English with details of your qualifications, experience, present position and remuneration, the earliest date of availability,
• Emails addresses, contacts info, and job position of at least three referees.

Women are encouraged to apply. In the case of equal qualification, the female candidate will have an advantage. Qualified candidates from minority communities are encouraged to apply!

Note that applications without a Motivation Letter or CV may not be considered for shortlisting. Only shortlisted candidates will be contacted!

Employment for this position is subject to funding and final project approval of Caritas Switzerland.