Office Manager - Chisinau, Moldova
About the job
• Assist the Project Manager and Experts in carrying out the activities required for the implementation of the project.
• Support the planning and delivery of activities within the framework of the ENP project, including online and on-site activities.
• Assist the Project Manager in the preparation of project reports.
• Organise the participation of participants and experts in project activities (missions, trainings, study visits, Working Group meetings at Eurostat, etc.), including:
o Preparing a tentative budget for the event
o Purchase of air tickets and arrangement of travel insurance
o Payment of per diems
o Preparation of invitation letters for visa purposes and provision of logistical support to participants
o Collection of travel documents after missions
o Collection of activity reports on a monthly basis
o Collecting the lists of participants and all relevant financial documents
• Documenting the event (photos etc.)
• Provide logistical support for experts’ missions, including – proposing and booking hotels, and organising airport transfers (upon request)
• Support the Financial Project Manager with administrative tasks related to VAT exemption procedures.
• Maintain regular and effective communication with the Project Manager and keep him/her informed of important issues.
• Provide document translations using DeepL, as required.
• Under the supervision of Financial Project Manager, plan project costs and prepare monthly budgets.
• Create Webex links for all online events and provide technical support to KE1 and TKE during meetings.
• Submit the evaluation forms and prepare summaries of participants’ evaluations of activities (evaluation reports), based on feedback received via EU Survey, and prepare the documents to be submitted to Eurostat.
• Draft the list of participants and save the scanned signed version in MS Teams.
• Save experts’ presentations on MS Teams.
• Under the supervision of Financial Project Manager, complete and maintain project financial documentation, including entering costs in the WINPACCS system
• Collecting all receipts, original signed list of participants, organising them, and sending them to the GOPA headquarters in Bad Homburg on a monthly basis. Carry out other tasks directly assigned by the Project Manager within the framework of project activities
• Support the planning and delivery of activities within the framework of the ENP project, including online and on-site activities.
• Assist the Project Manager in the preparation of project reports.
• Organise the participation of participants and experts in project activities (missions, trainings, study visits, Working Group meetings at Eurostat, etc.), including:
o Preparing a tentative budget for the event
o Purchase of air tickets and arrangement of travel insurance
o Payment of per diems
o Preparation of invitation letters for visa purposes and provision of logistical support to participants
o Collection of travel documents after missions
o Collection of activity reports on a monthly basis
o Collecting the lists of participants and all relevant financial documents
• Documenting the event (photos etc.)
• Provide logistical support for experts’ missions, including – proposing and booking hotels, and organising airport transfers (upon request)
• Support the Financial Project Manager with administrative tasks related to VAT exemption procedures.
• Maintain regular and effective communication with the Project Manager and keep him/her informed of important issues.
• Provide document translations using DeepL, as required.
• Under the supervision of Financial Project Manager, plan project costs and prepare monthly budgets.
• Create Webex links for all online events and provide technical support to KE1 and TKE during meetings.
• Submit the evaluation forms and prepare summaries of participants’ evaluations of activities (evaluation reports), based on feedback received via EU Survey, and prepare the documents to be submitted to Eurostat.
• Draft the list of participants and save the scanned signed version in MS Teams.
• Save experts’ presentations on MS Teams.
• Under the supervision of Financial Project Manager, complete and maintain project financial documentation, including entering costs in the WINPACCS system
• Collecting all receipts, original signed list of participants, organising them, and sending them to the GOPA headquarters in Bad Homburg on a monthly basis. Carry out other tasks directly assigned by the Project Manager within the framework of project activities
Your qualifications
Education and Skills
• A university degree in Finance, Statistics, Business Administration, Project Management, or a related field.
• Additional training in project management or administration is an asset.
General professional experience:
• Minimum 5 years of experience in project administration, coordination, or management, preferably in international or donor-funded projects.
• Previous experience working with EU-funded projects or similar frameworks is an advantage.
• Excellent written and spoken English, Romanian and Russian languages.
Specific professional experience:
• Experience in organising events, travel arrangements, and logistical support.
• Familiarity with financial documentation and budget planning.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and online collaboration tools (MS Teams, Webex).
• Ability to use project management and financial software is an advantage (e.g., WINPACCS).
• Experience with online survey tools (e.g., EU Survey).
• Basic skills in document translation (using DeepL or similar tools).
• Strong organisational and multitasking skills, attention to detail and accuracy in documentation.
• Excellent communication and interpersonal skills. Ability to work effectively in a multicultural international team and under tight deadlines.
• Discretion and reliability in handling sensitive information.
Offer details
Last modified
7 hours 11 minutes
Languages
English
Application deadline
Duration
01.01.2026 duration of 36 months
The project
Client
EU
Sector
Data and Evidence
Countries
Moldova
Start & Duration
01.01.2026 duration of 36 months