VACANCY ANNOUNCEMENT

VACANCY ANNOUNCEMENT
SECRETARY PROJECT ASSISTANT
Vacancy Code: SPA-IPA-NAT2000-3
Location: Albania
Duration: 37 months
Type of contract: Service Agreement with duration 12 months, renewable
Deadline for applications: 7th May 2015
Preferred starting date: 15th May 2015
1. BACKGROUND
The Project "Strengthening capacity in National Nature Protection - preparation for Natura
2000 network", hereinafter called the Project, aims to halt the loss of biodiversity in
Albania through improved Management of Protected Areas of the Country. To this aim, it
has the dual purpose of: i) implement at least five Management Plans of the many existing
protected areas, and ii) prepare a preliminary list of Natura 2000 sites, in view of their
future submission to European Commission by the competent Albanian authorities,
contributing to the alignment process of the country regulatory framework with the EU
environmental acquis.
The project is funded by the European Commission, relying on the Instrument for Preaccession Assistance program (IPA 2013). The initiative, assigned to the Directorate
General for the Development Cooperation of the Italian Ministry of Foreign Affairs
(MAECI/DGDC) on the basis of an agreement concluded between the Italian Embassy in
Tirana and the European Union Delegation in Albania, will have a duration of 40 months.
Technical partners of the initiative are the International Union for the Conservation of
Nature (IUCN) and the Italian Botanical Society (Società Botanica Italiana - SBI). The
National counterpart and beneficiary is the Albanian Ministry of Environment.
The Project, with national coverage, requires close coordination, to central and peripheral
levels, with the Albanian authorities involved in various ways, and in synergy with the
current actions of the Italian Development Cooperation (IDC) in Albaniaas well as with
other international and national organization and institution involved in environmental
actions and present in the Country.
The Project will have a central coordination unit based in Tirana composed by the Project
Coordinator the Project Team Leader (TL), a Deputy Team Leader (DTL) a Secretary, a
Financial Procurement Officer and a Driver/Logistician. The Secretary is the object of the
present announcement.
2. GENERAL TASKS
The Project Secretary will be responsible for assisting the TL in executing all everyday
operations, mainly the clerical administrative tasks.
The Project Secretary will in particular provide assistance in keeping the project liability,
assisting at the same time the Team Unit to organise, implement and coordinate the project
activities in Tirana and in the operation areas.
The Project Secretary will be based in Tirana at the premises of the IPA 2013 – NATURA
2000 office and will be expected to travel within Albania according to the project needs.
The Project Secretary will be a full-time individual; he/she will have an extensive and
relevant working experience in such role. For the implementation of tasks he/she will
respond directly to the Team Leader.
3. SPECIFIC TASKS:
 Support the TL in the timely implementation of Project activities;
 Support the TL in monitoring and reviewing system reports for accuracy and
completeness in conformity with both MAECI/DGDC and EU Delegation Tirana
procedures;
 Organize effective filing system, both written and electronically of project
documents (policies, reports, procedures, staff and Project Team regulations,
agreement with Albanian Public institutions, and all project documents at the
whole);
 Assist the TL in the preparation of travel authorization and expenses claims, in
coordination with the Financial Procurement Project Officer and the Driver
Logistician;
 Assist in the preparation of the Project semester activity reports;
 Assist in the translation of technical and administrative documents from English
into Albanian and vice-versa and provide verbal translation and interpretation as
required;
 Ensure an effective and efficient communication system (mobile, land line, internet
and IT services) for the office;
 Provide support as requested in the organization of public events, workshops and
any other meeting at National, International and Local levels in coordination with
Project staff;
 Organize and maintain the Project publications, documents and archive materials
systematically;
 Maintain office system and facilitate the meetings of Project Team and TL;
 Ensure that there is adequate and appropriate stationary available at all times for
the staff use by optimizing available resources, in coordination with Project staff;
 Execute any other tasks consistent with the function of Project Secretary.
4. KEY QUALIFICATIONS:
 Minimum University Bachelor Degree in Organizational Management, Foreign
Language
Studies,
Information
Technology,
Communication,
Social
and
International Studies or related field;
 Minimum 5 years of working experience related to interpreter, secretarial or
clerical duties;
 Fluency in spoken and written Albanian and English is essential;
 Sound secretariat managerial skills;
 Thorough knowledge of modern office procedures, proven ability to work in the
Windows environment (Word, Excel, PowerPoint and Microsoft Outlook) and to use
the internet.
 Excellent interpersonal and networking skills;
 Ability to work proactively;
 Ability to operate in a cross-cultural environment requiring flexibility;
5. DESIRABLE QUALIFICATIONS:
 Ability in spoken and written Italian;
 Previous professional experience at national and international level (NGO and
International organizations), familiarity with the aid system, and understanding of
donor and governmental requirements are an asset.
6. CONDITIONS:
 Salary defined by the IPA 2013 - NATURA 2000 salary grid on a monthly rate of
maximum Euro 1000,00 gross salary;
 Additional per diem living allowance in case of transfer out of Tirana
 Local transportation costs covered to reach Project operation sites.
HOW TO APPLY:
Please send, in English, your cover letter, CV in EU format (Europass), to
utl.albania@esteri.it with the job offer reference as object of your email.
Only applicants with Albanian nationality will be considered for the vacancy.
Only short-listed candidates will be contacted for interview.