Administrative Assistant
The position will be based in Sofia, hybrid working model, predominantly home-based. The office is in downtown location.
Background:
Tanya’s Dream Fund (TDF) is a time-bound (2019-2030), grant-making special initiative in memory of Tanya Kovacheva. Created by Oak Foundation, Tanya’s Dream Fund is hosted by Swiss Philanthropy Foundation (SPF).
TDF’s mission is to be a catalyst for the change that is needed to keep families in adversity together and at the centre of the Bulgarian child protection system, policy making, and service delivery. TDF’s vision is of a Bulgarian society where children grow up in families and have the support they need to thrive.
Key values:
- being family focused;
- being rights-led;
- being inclusive;
- maximizing impact;
- learning from success and from failure.
TDF’s goal is to stem the flow of children into the care system and help more parents and children access the services they need to prevent their separation. TDF wants to be a catalyst for a movement of young people and parents with lived experience of care, empowering them to bring about change and hold the Bulgarian government, EU, and service providers accountable for investing in children and families. For more information about Tanya’s Dream Fund, please see the website.
The role:
The Administrative Assistant will play a central role in ensuring the effective administration of Tanya’s Dream Fund and coordination across TDF, SPF and our partners. The Administrative Assistant will work closely with the TDF team (the Director and the Programme Officer). S/he will also work with TDF administrative host, consultants, grantees, and other partners in order to maximize operational efficiency. Interactions with TDF Steering Committee are possible. The Administrative Assistant reports to the Programme Officer (PO) of TDF based in Sofia, Bulgaria.
Key responsibilities and tasks:
Grant-making, contracting and management:
- Assist, under the supervision of the PO, the administration of the grant-making and contracting processes, including but not limited to liaising with grantees and contractors/consultants as needed for due diligence documentation and other information, uploading information to the grants management system, and collaborating closely with the team of SPF to facilitate grants contracts/payments.
Administration, programme and event support:
- Provide administrative and programmatic assistance as needed to the TDF team, including proactive support around meeting/event planning and execution, travel and expense reconciliation;
- Streamline and maintain programmatic files, work plans, and planning calendars, keep grant database up to date;
- Schedule meetings and draft minutes, when required;
- Organise regular meetings with partners and allies in person or online, as planned;
- Assist the PO in ensuring the smooth functioning and operation of the office in Sofia, including responsibility for office supplies; liaison with contractors – office rent, IT, insurance, etc.; and service providers.
Website and other forms of communication:
- Draft, edit, and format PowerPoint presentations;
- Draft content for updates and monthly newsletter;
- Maintain the TDF bi-lingual website (WordPress) up to date by preparing and uploading information.
Strategy:
- Support research on issues in the field and on potential new partners;
- Contribute, under the supervision of the PO, to the maintenance of the TDF monitoring, evaluation and learning (MEL) system by conducting research and inputting data and information into the MEL system.
Other Responsibilities:
Work with the TDF team to:
- Fulfil ongoing administrative tasks as needed;
- Perform other duties and responsibilities as assigned.
Supervision:
The Administrative Assistant will be supervised by the Programme Officer of TDF and will have frequent interaction with the Director.
Requirements:
Values, Skills, and Abilities:
- Commitment to TDF values (see our website);
- Very good oral and written communication skills in Bulgarian and in English;
- Sound computer skills – MS Office applications (Word, PowerPoint, Outlook, Excel – format, sort, charts, basic functions). Knowledge of WordPress is an advantage;
- Ability to work independently (self-driven) and as part of a team, and to set high quality standards;
- Strong planning and organizing skills, ability to manage time effectively, efficiency;
- Attention to detail;
- Flexibility, a growth mindset and discretion;
- Tolerance and respect to diversity;
- Ability, capacity, and desire to travel.
Education, Experience, and Knowledge:
- University degree in related field;
- Minimum two years of relevant professional experience – administrative work preferably working for a not-for-profit or development organization, ideally with international experience;
- Experience in meetings and events planning and management, travel and logistics;
- Understanding of NGO/ IGO budgeting and reporting is highly desirable;
- Familiarity with relevant local, regional and international groups, child rights organizations and networks is desirable;
- Understanding of relevant state structures and government policies is desirable.
We offer:
- Attractive remuneration;
- Working schedule four days a week;
- Temporary employment contract (2 years, renewable)* with CIG Bulgaria Ltd (staff leasing company and employer) and work for recipient company Swiss Philanthropy Foundation;
- International environment, the working language is English;
- Hybrid workspace;
- Additional healthcare package after the probation period.
Interested candidates are invited to submit their recent Curriculum Vitae and a cover letter by March 26th, 2023. Please note that only the short-listed candidates will be contacted.
TDF is committed to safeguarding and promoting the welfare of children and adults, especially the most vulnerable, who are at greatest risk of abuse. We expect all staff to share this commitment. Please note that the successful candidate will undergo reference checks and be required to provide a court record prior to starting employment.
CIG Bulgaria possess licence for temporary staffing No 249/18.04.2018 (in process of renewal). CIG Bulgaria Ltd and it’s partner – TDF will consider all qualified job applicants without regard to race colour, religion, national origin, ancestry, sex, age, marital/partnership status, disability, sexual orientation, gender identity, and any other attributes protected by law.
*The Administrative Assistant concludes employment contract with a trial period (6 months), based on art. 107r of the Labour Code, and in conjunction with art. 68, paragraph 1, item 2 of the Labour Code with Bulgarian staff leasing company serving as employer on behalf of Swiss Philanthropy Foundation. The contract is temporary (2 years) and renewable within the timeline of Tanya’s Dream Fund (2030). The employer, CIG Bulgaria, sends the employee to work under the direction and control of Swiss Philanthropy Foundation, to carry out temporary work specified in the job description, related to the administrative assistance for Tanya’s Dream Fund in Bulgaria.
