Terms of Reference
Roma Education Fund
Administrative Officer
The Roma Education Fund’s (REF) mission and ultimate goal is to close the gap in educational outcomes between Roma and non-Roma. In order to achieve this goal, the organization supports policies and programs which ensure quality education for Roma through scholarships, grant making and advocacy activities. The objectives of REF include:
- Expanding Romani children’s access to quality early childhood education and care
- Improving primary education outcomes for Romani children aged six to fourteen
- Boosting academic performance and graduation rates from secondary education for Romani pupils
- Supporting access to tertiary education, improving graduation levels and strengthening identity of Romani university students
- Expanding employment opportunities for young Romani adults
The Roma Education Fund operates its activities in close links with civil society and institutional partners in 16 countries of Central, Eastern and South-Eastern Europe.
Under the supervision of Deputy Chief Financial Officer, the Administrative Officer will be based in REF HQ in Belgrade, Serbia.
Administrative Officer is responsible to:
- Manage office supplies and place orders, purchasing equipment, tendering for office purchase, negotiating with suppliers (finding the best offers for the REF). Ensuring that the office is adequately maintained.
- Prepare regular reports on expenses and office budgets
- Prepare reports and presentations with statistical data, as assigned
- Maintain and update REF databases, keeping track of office assets and inventory
- Maintain contact with REF suppliers, managing and regularly updating stakeholder list.
- Distribute and store correspondence (e.g. letters, emails and packages)
- Organize a filing system for important and confidential company documents.
- Open and sort out incoming mail, collecting and sending outgoing mail, organizing data. Ensuring quality control of all letters and documents sent out by REF.
- Support REF’s financial administration and REF accounting.
- Respond to incoming phone calls,responding the Program related questions from the applicants, providing information on REF partners through email and phone.
- Answer queries by employees and REF stakeholders
- Provide support to REF visitors.
- Update office policies as needed
- Maintain a company calendar and schedule appointments, booking meeting rooms as required
- Schedule in-house and external events
- Organize travels for REF staff, REF Board members, REF country facilitators, REF consultants, and partners.
- Provide assistance for the organization of REF conferences and meetings (general organization, booking, travels, accommodation, transfers, preparing agenda according to instructions, distributing relevant documents and information). Creating travel approval forms, expenses claim forms, payment requests and ensuring that staff comply with these.
- Help REF Scholarship Program Staff in business travel related tasks;
- Provide assistance for the organization of Scholarship program related conferences and meetings
- Assist REF Staff in administrative support and providing information in line with REF guidelines and procedures.
- Provide administrative support for REF staff and consultant: insurance, registration, work permit
- Assist in human resource related tasks, including preparation of monthly payroll information for the accountants.
- Assist in human resource management issues, including preparation of monthly payroll information for the accountants,
- Manage petty cash and outstanding vendor balances
- Perform and execute any other tasks.
Necessary Qualifications:
- Higher education in social sciences
- Minimum two years of relevant experience
- Proficiency in computer skills,
- Compulsory fluency in English language,
- Preference for candidates who are fluent in Romani language,
- Desirable knowledge of at least one other foreign language in countries where the REF Network carries out its activities,
- Organizational skills
- Gender sensitivity and respect for diversity
Core competencies:
- Initiative: Actively seeks to improve programs or services; Seeks challenging experiences and approaches them with passion, enthusiasm and professionalism;
- Planning and Organization: Develops clear goals and achieves results that are consistent with agreed strategies; Adapts and reacts in a flexible manner when necessary;
- Communication: Listens to others, correctly interprets messages from others and responds appropriately; Demonstrates openness in sharing information and keeping people informed;
- Teamwork: Works independently and collaboratively with others to achieve organizational goals; Shares knowledge and insight with others;
- Ownership: Accepts personal responsibility (including shortcomings) and ownership of actions (including for work unit, where applicable) for achieving results; Understands organizational vision, mission and values, and leverages this knowledge when making decisions; Makes tough decisions when necessary;
- Development: Actively seeks to develop oneself professionally and personally and to contribute to the growth of the organization; Seeks feedback to learn and improve the organization.
In order to develop and deliver our education programs that provide quality, inclusive education for Roma children and youth, we believe in five core values that join us together and that mirror the work, actions and ideals of our organization and its culture:
- Tenacity; Integrity; Justice; Accountability; Inquisitiveness
How to apply
Qualified candidates are invited to send their Cover Letters, CV`s (both in English) and contact details of three Reference persons by 9 December 2019 via email to recruitment@romaeducationfund.org with the subject line: Administrative Officer, Belgrade
Please note that only shortlisted candidates will be contacted.
Selection process is based on a written test and competency-based interview.
Individuals identifying themselves as Roma and fulfilling the above-mentioned profile and requirements are particularly encouraged to apply.
Roma Education Fund is an equal opportunities employer.
