Project Assistant - Chisinau, Moldova

Place of Work:
Chisinau, Republic of Moldova

Job Description:
• Assist the Project Management Team 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 Management Team 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)
• Maintain regular and effective communication with the Project Management Team and keep them informed of important issues.
• Provide document translations using DeepL, as required.
• Create Webex links for all online events and provide technical support to KE1, KE2 and STEs 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.
• Carry out other tasks directly assigned by the Project Management Team within the framework of project activities
Financial part:
• Support the Financial Project Manager with administrative tasks related to VAT exemption procedures.
• Under the supervision of Financial Project Manager, plan project costs and prepare monthly budgets.
• Under the supervision of Financial Project Manager, complete and maintain project financial documentation, including entering costs in the WINPACCS system on a monthly basis.
• Collecting all receipts, original signed list of participants, organising them, and sending them to the GOPA headquarters in Bad Homburg on a monthly basis.