TBEC Administrative Officer

Full-time Administrative Officer

The TB Europe Coalition (TBEC) is looking for experienced full-time Administrative Officer to join the international team. TBEC Administrative Officer will support tuberculosis (TB) affected communities and civil society to be meaningfully engaged in the TB response and transition to people-centered care in the WHO Europe region, with a particular focus on the countries of Eastern Europe and Central Asia (EECA).

ABOUT TBEC

Established in 2009, TBEC is a regional advocacy network of civil society organisations and individuals from across the WHO Europe region, comprising Western and Eastern Europe, Caucasus and Central Asia. The network aims to strengthen the role of civil society within the regional response to TB, and ensure political and financial commitments to end TB. Currently TBEC has more than 200 members from more than 30 countries in the region. In 2017, TBEC was registered as a legal entity in the Netherlands to step up its advocacy, capacity building and support to country-led TB advocacy initiatives. The TBEC Secretariat is responsible for the coordination, communication, administration, programmatic and policy management of the network.

MAIN RESPONSIBILITIES

The Administrative Officer will work towards two objectives:

• To ensure administrative support for successful implementation of all the current activities of TBEC.
• To ensure administrative support for the successful operation of TBEC and its growth into a well-established, accountable and representative

The Administrative Officer’s main responsibility will be to carry out activities under ongoing TBEC projects. Administrative Officer will work under the supervision of the TBEC Executive Director and provide assistance to all the team members.

The main responsibilities of the Administrative Officer will include but are not limited to the following:

• Administering contracts, including drafting contracts with service providers, providing programmatic expertise; quality control of goods and services provided, based on the fulfilment of deliverables specified in the contracts; and administering timely payments;
• Participation in budgeting and reporting exercises under the lead of the TBEC Consultant responsible for finance management (administrative support during audits – scans, preparation of papers, variances estimation) as per donors’ requirements;
• Record flow of office and administrative expenditures (overheads payments, consultants’ expenses related to the fulfilment of the work tasks as specified in monthly invoices and to be compensated through the monthly fee);
• Provision of administrative support with the logistics for organising national and regional events of TBEC (travel, accommodation, meals, reimbursement, as well as coordination with the logistics service providers etc.);
• Checking budget assumptions for events, accuracy of the budget lines and total amount on the contract with actual expenses and ensuring compliance with the donor requirements and TBEC policies;
• Deep understanding of TBEC internal procedures, policies as well as donor’s requirements;
• Technical support in conducting online events;
• Coordination procurement of administrative goods and services, including preparation of ToRs for goods and consultants’ services, ensuring that procurement contracts are awarded on a competitive basis with prices not exceeding the market price for similar suppliers, assets and\or services;
• Ensuring efficient communication with the providers and contractors, as well as donors’ agencies on financial and administrative issues, particularly as needed per organization of the events¹;
• Provision of administrative support to other TBEC Consultants (office management, coordination of IT support, ) and all the members of TBEC;
• Provision of other on-going administrative support as required by TBEC strategy and operational activities;
• Ensuring communication with TBEC members as needed (particularly on the matters of the logistical arrangements related to participation in the TBEC events) in line with the objectives and tasks outlined in the Agreement;
• Provision of written translation of documentation and other relevant materials needed for the TBEC team from/into English;
• Contribution to TBEC visibility via its online and other communication channels, through assisting with ad hoc translations;
• Active participation in fundraising processes of TBEC;
• Maintaining minutes and protocols of all the meetings when necessary.

ESSENTIAL SKILLS

• Minimum 2 years of experience in administrative work or confirmed work experience in relevant field;
• Proficient knowledge of English and Ukrainian;
• Proven experience in organization events, webinars, etc, inter alia online;
• Proficient user of Zoom platform, knowledge of other online interactive instruments will be an asset;
• Proven experience in communication with local and international consultants;
• Understanding of mechanism of grant and sub-grant management;
• Self-motivated, ability to multi-task, able to work independently and take responsibility and initiative;
• Experience in work with NGO, understanding of NGO philosophy and methods of work;
• Excellent interpersonal, communication and organizational skills;
• Commitment to the values, vision and mission of TBEC.

CONDITIONS

Contract: we offer a consultancy contract with the expiration date 31 December 2022 (renewable, subject to available funding).

Consultant will be liable for payment of taxes, should such taxes be withheld as a result of payment under consultancy contract.

Remuneration will be paid in US Dollars, so USD bank account is obligatory.

Remuneration: 1 440.00 USD

Location: WHO Europe region, preferably in Kyiv, Ukraine.

Starting date: June 2022

INTERESTED?

Please send your CV and cover letter in English to Lesya Tonkonog at [email protected], with [email protected] in CC with the subject line: “Administrative Officer *your name*”.

The deadline for submission is 13 May, 2022 6pm CET.

Your cover letter should highlight how your skills and experience are well-suited to the requirements of these positions and what contribution you’ll make to the work of TBEC as well as to include at least one reference contact.

Only short-listed candidates will be contacted by 17 May, 2022.