Location : Thessaloniki, Greece
Contract Length : One year (Renewable / 3 months probation)
Contract Type : National Contract, Full time / EU Citizens Only
WHO WE ARE
Refugee Trauma Initiative is an NGO working in Greece to provide trauma-sensitive, identity-informed psychosocial programming for young refugee children and their families, and for refugee and local youth, all while working to set a new benchmark in mental health support for refugees worldwide.
RTI supports two main lines of psychosocial and educational programming : Baytna, which targets young refugee children with specialized early childhood development (ECD) programming;
and Dinami, which targets refugee and local youth with skill-building interventions built around a project-based learning (PBL) approach.
In addition, RTI provides ad hoc training and capacity-building support to local NGO partners.
Under the supervision of Head of Operations, the role is in charge of ensuring sound and transparent administration, logistics and HR management consistent with RTI framework and local legislation.
Role also ensures the implementation of RTI policies.
KEY AREAS OF RESPONSIBILITY
Responsible for ensuring the effective and efficient operation of the office and programs.
Responsible for requesting, monitoring, managing and reporting on office and program stock.
Maintain cost-effective office service contracts (accommodation, communications, services, supplies, insurances, travel) by being aware of contract conditions and relevant deadlines for renewals etc.
Develop and maintain efficient and accurate administration filing systems.
Responsible for the accurate recording and filing of all administrative procedures concerning employees (ID’s, labour contract, job descriptions, leave and holiday entitlement, etc).
Check invoices, obtain approvals and prepare requests for payment.
Arrange travel and accommodation for staff and visitors.
Prepare invitations, arrange reception and organise logistics for events (seminars, workshops etc) as needed.
Provide written translation of documents and materials and verbal translation, as needed.
Manage external RTI communication when needed (info mail).
Support provided to all RTI staff including the Director.
Managing diaries and schedules and ensuring clear and timely communication to both stakeholders and the director.
Ensure the effective use of Director’s time when organising meetings and calls.
Manage Director’s travel arrangements and provide support during travel time.
Being available to be on call when expecting visitors and during Director’s travel time (this includes time differences).
Support and assist RTI guests while visiting.
Providing logistical and legal support to RTI expat and refugee staff as and when needed including support in managing Greek legal system, house searches etc.
Any other duties as may be required by the Director.
Responsible for keeping inventory lists timely and correctly maintained.
Liaising with internal and external contacts eg suppliers.
Manage and reinforce logistics and operations procurement process, including purchase orders, contracts for goods, services and travel.
Maintain program furniture and equipment, including computers, printers, phones, etc.
Manage communications and follow up payments regarding program supplies and utilities.
Perform any other related tasks as relevant and requested by the supervisor.
Conducting the recruitment process according to the needs of the organization. Ensure that RTI HR policies are followed during the process in every step.
Support Programme Leads to complete selection process for reference checks, academic and experience certificates.
Ensure new staff are provided with all the required support / facilitation (including onboarding, policies acknowledgment and orientation for expat staff).
Support programmes in charge to conduct staff exit interview and ensure smooth exit procedure.
Maintain all records pertaining to staff, consultants, interns and / or volunteers, including position descriptions, contracts of employment, leave entitlement records, performance appraisals, payroll receipts etc.
Support in implementation and maintenance of a comprehensive payroll system.
Ensure that policies are fully implemented and staff issues are addressed appropriately in line with the labour law and in a timely manner.
Maintains the organisational culture, upholding RTI’s values and reputation with all staff, partners, donors and official bodies.
Monitor established policies and procedures.
Make recommendations to Head of Operations to address relevant staff issues requiring a response.
QUALIFICATIONS AND EXPERIENCE
Excellent verbal and written communication skills in Greek and English (required).
A degree in Business, Administration, Logistics or relevant field of study.
Minimum 2 year experience in administrative or operational support functions.
Computer literate with a high degree of proficiency and productivity.
Excellent attention to detail, organisational skills and discretion with confidential information.
Ability to work independently and proactively.
Strong analytical and information gathering skills.
Enthusiastic and positive attitude and solution orientated.
Self-motivated, honest, responsible, passionate, innovative.
Enjoys culturally and linguistically diverse work settings.
Must have a valid driver’s license.
HOW TO APPLY
Please email your application to quoting Admin, Log and HR Officer by Friday 24th January 2020. All applications should be accompanied by a Cover Letter and a CV. (EU Citizens only.)
Only shortlisted candidates will be contacted.