ECOM — Eurasian Coalition on Health, Rights, Gender and Sexual Diversity, is an international membership-based association open to non-profit organizations and activists involved in the response to HIV epidemics among gay men and other men who have sex with men, and trans* people in Eastern Europe and Central Asia.
Our mission is to support the development of national LGBT+ communities and their activism, promote human rights, and to protect the health and social well-being of gender- and sexually diverse people.
Our headquarters are located in Tallinn, Estonia, while the staff is based in different countries of Europe and Central Asia.
What are the main job functions?
The Administrative and Logistics Officer position provides full administrative support to ECOM team as well as travel assistance to the team and other travelers.
By joining ECOM as an Administrative and Logistics Officer you:
- become a part of the growing team who is the agent of change in the region;
- get a chance to learn from the regional organization how to support remote team and organize trips;
- engage with local (Estonian) contractors and suppliers;
- develop your communication and logistic skills.
The Administrative and Logistics Officer works under the supervision of the Procurement and Contracts Coordinator, and closely collaborates with the entire ECOM team.
What are the main areas of your responsibilities?
Administrative Duties:
- Communicate with local (Estonian) vendors
- Organize and manage remote and Tallinn headquarters work
- Be in touch with IT in regarding server and other IT support to the team
- Prepare and keep updated records in ECOM Staff Vacation Planner
- Prepare various forms and documents related to the administrative work which may
- Conduct inventory and keep updated the inventory list of equipment and furniture
- Revise with the ECOM team and order office supplies and stationery
- Check on a daily basis the contact@ecom.ngo email box and forward emails to relevant teams
- Monthly check Bolt, TravelPerk, mobile, internet, and other platforms that ECOM uses for work
- Prepare Payment orders in the Financial Management System for the Finance team
- Control over deadlines on administrative payments
- Help the ECOM team with Payment order preparation if necessary
- Closely communicate with Accounting Service Provider
- Collect Payment documents and send them to Accounting Service Provider
- Control and analyze administrative budget on a monthly basis
- Collect Timesheets from Estonia-based employees
- Coordinate cleaning service
- To undertake other reasonable and related tasks identified by Finance and Administration Lead
Logistics:
- Provide logistic support to ECOM events
- In cooperation with the Procurement and Contracts Coordinator and responsible for event ECOM staff member, check and verify the preliminary and final estimates that are complimented with the supporting documents
- Collect the data and book tickets\accommodation\meeting rooms\extra services for the ECOM team and other travelers through the TravelPerk platform or directly from vendors
- Communicate with team members and other travelers to identify travel needs
- Organization of transfer of participants
- If requested, provide onsite coordination of logistical support during the days of the events
- To undertake other reasonable and related tasks identified by Procurement and Contracts Coordinator
Requirements:
- At least 2 years of overall professional experience
- Previous experience in administrating remote team
- Practical experience in logistic support
- General understanding of planning and organizing the events
- Experience in preparing administrative and logistical templates
Skills and Competencies:
- Good knowledge of organizing and supporting the events
- Self-organized with executing tasks and meeting deadlines
- Strong Advanced knowledge of Excel and other Office applications
- Strong communication skills
- Estonian speaking preferably
- Excellent Russian and English language speaking and writing skills
- Organizational and coordinational skills
- Teamwork and high interpersonal skills.
The position is open to anyone with no reallocation to Estonia.
The position might require occasional work travels in the region of Eastern Europe and Central Asia.
The Position is open until the end of the 2023 year with the possibility of an extension. Three months trial period applies to the selected candidate.
Monthly salary (GROSS): approx. EUR 1,500
Workload: full-time.
Location: anywhere, no relocation to Estonia.
Starting: April 20, 2023.
HOW TO APPLY
Interested candidates are requested to send their applications in English or Russian with a subject ‘Administrative and Logistic Officer’ to: tenders@ecom.ngo
THE APPLICATION should include:
- motivation letter and contact details of two references
- CV.
Deadline for submission: April 09 2023 at 23:59 Tallinn time.
Key dates:
27 March 2023: Call for candidates
9 April 2023: Deadline for applications
10 April 2023: Shortlisted candidates are sent the written task
12 April 2023: Deadline for the written task
13-17 April 2023: Interviews with shortlisted candidates
18 April 2023: Offer is made
20 April 2023: Successful candidate takes up position (if notice period allows)
Only short-listed candidates will be contacted.