Administrative Assistance / Office Manager

Job description:
The administrative assistant's responsibility is to provide general administrative and logistical support to the delivery unit in accordance with business rules, regulations, policies and strategies. The Administrative Assistant must provide administrative support for procurement and office and asset management, administrative support for the implementation of company office maintenance services and other delivery unit operational services. The Administrative Assistant works closely with the Operational team of the Delivery Unit, as well as the team in the other Amdaris Delivery Units to effectively achieve results, anticipating and contributing to the resolution of complex business issues.

Duties and Responsibilities.

Provide general administrative and logistical support to the Office in accordance with business rules, regulations, policies, and strategies:
Prepares and manages travel and hotel reservations for business trips for company employees, prepares travel delegations in accordance with legal requirements and company processes, prepares and provides support for employee visa applications, other documents, as appropriate;
Provides administrative support for the organization of conferences, workshops, other events organized by and for Amdaris (Moldova);
Provides administrative support for the management of Amdaris (Moldova), maintaining company rooms and offices; coordinates cleaning services with the office maintenance team. Maintain files and records relevant to office premises and related maintenance services in accordance with business processes;
Collects information about shipments, provides support for customs clearance arrangements, preparation of documents for shipments and receipts of Amdaris (Moldova) goods (received/sent);
Maintains the record system (Jira/HelpDesk), ensuring the safe keeping of confidential materials, manages incoming and outgoing correspondence at the enterprise;
Provides executive and administrative support to the delivery unit operational team.
Provides administrative support for managing the office and company assets,
Monitors and maintains office supplies and stationery, including maintaining inventory of stationery and office supplies, distributing stationery and maintaining a distribution log as required;
Maintain asset management records and prepare required reports;
Maintain files and records relevant to office premises and related maintenance;
In accordance with annual business plans, provides support and assistance to relevant departments in the procurement of equipment, supplies and services, ensuring full compliance with business rules and procedures;
Organize procurement processes, including the preparation and conduct of micro-procurements, by drafting relevant documents (according to business policies and processes), receiving bids, proposals, performing preliminary screening, participating in the negotiation of contract conditions, in full compliance with the business rules and regulations;
Develops and maintains contract packages for goods and services for their approval by Amdaris (Moldova) management;
Monitor and maintain records of suppliers' performance in terms of quality and on-time delivery of goods/services;
Support the maintenance and provision of office equipment as needed, manage office supplies;
Maintains asset and reserve inventory records, including verification and transfer when necessary, and provides input for corporate asset and inventory reporting.
Manage and maintain supplier information in enterprise systems, collect supplier data, invoices and other relevant documents for updating information to further submit for updating in relevant systems.
Provides administrative support to the office maintenance team.
Provides support in organizing recruitment processes for different types of contracts, creating and uploading vacancy announcements, organizing interview panels;
Develops and maintains other relevant documentation for the Human Resources department related to business policies and processes.
Provides support to the local Human Resources team in maintaining local legal requirements such as Occupational Health and Safety, Training and Qualifications policies, other relevant documents.
Creates and keep records of the primary documents related to Servicing the delegations in accordance with the legislation in force and the company's internal processes.
Preparation of Confirmation Letters for organizing Events between teams and sending them to suppliers and company employees. Prepares and sends confirmation letters to suppliers for company events.
The renewal of the primary documentation evidence for the goods received in the cash register, such as coffee machines and office water dispensers, other equipment and goods found at the company.
Preparation of primary documents and keeping records of goods (chairs, other objects) issued to employees who work remotely, at home.
Keeps track of stocks and branded products, etc. Releases orders for branded products and goods to the company's employees, upon their request.

Education:

Degree in economics, finance, accounting, law, social sciences, public administration or other related field.

Experience:

At least 2 (two) years of experience in administrative work, accounting/finance, economics, procurement or other substantive area is required;
Professional experience in information technology sector.

Core Values: