Jobs and Careers

TERM: 

Full-time

JOB DESCRIPTION: 

AGBU Fund (Armenia) is looking for an experienced and motivated Administrative Assistant to join a new team of enthusiastic professionals paving the road for the development of Armenia’s Creative and Cultural Industries (CCI). The "Creative Accelerator Project (CAP)" is a three-year project implemented by the Armenian General Benevolent Union with Creative Armenia Art Foundation and financed by the European Union. The project starts in April 2022 and will run until April 2025 with the goal of boosting Armenia’s creative economy. The CAP team will be working towards vitalizing Armenia’s CCI ecosystem through two main goals: 1) empowering creative professionals with entrepreneurship skills and access to funding, and by 2) bridging gaps in existing services, institutions and infrastructure via CCI awareness building, trainings, and physical and technological investments. A unique component of the project is engagement of Diaspora talent and expertise and its cross-sector approach that aims to design new digital working tools for the cultural sector.
The Administrative Assistant will provide administrative, HR, procurement, and other logistical support to the project team - ensure all files are kept in accordance with the EU Rules and Regulation - manage the office - assist the Team Leader and Supporting Team in Secretarial and organisational work. He/ she will coordinate with the financial officer, accountant and grant manager to make sure the project is on-budget; will coordinate with the team Monitoring and Evaluation Specialist for preparing necessary administrative documents for tracking the project’s progress in reaching its set targets. Key administrative tasks include preparing and maintaining a robust database for the organization, including program participants, as well as a larger framework of CCI experts within the local and diaspora communities. The ideal candidate will have a background in Arts Administration, and be familiar with members/membership databases, and be highly meticulous and organized. Another key task includes coordinating the procurement of a Fab Lab, a suite of digital fabrication equipment to-be installed in a cultural institution in Armenia. The Administrative Assistant reports to the Creative Accelerator Project’s Team Leader.

This is a full-time position. Work format will follow an Office-First approach (the Organization will prioritize in-office work, but there will be some flexibility for remote work).

RESPONSIBILITIES: 

Administration:
- Provide administrative, HR, procurement, and other logistical support to the Project team;
- Setup and oversee routine maintenance of all administration related files and archive systems for the Creative Accelerator Project (CAP);
- Set and keep updated database on project connected individuals, organizations, businesses and required services;
- Keep an updated database of Project employees, international organizations, foreign embassies, travel agencies, hotels, government of RA and other relevant organizations;
- Ensure all files are kept in accordance with the EU Rules and Regulation;
- Ensure that all the flow of incoming and outgoing communication for the Project is managed in a manner consistent with the established organizational policies and procedures, including registration, translation and filing;
- Perform other administrative obligations upon management request.

Logistics and Events:
- Support the team in planning and implementation of project activities, including event planning and organization. This activity may require travel to project sites (including with overnight stay) for supporting Project events within Armenia’s regions (Shirak/ Syunik);
- Assist the Team Leader in secretarial and organizational works;
- Organize and support the staff in meeting planning and preparations;
- Provide travel and logistical support to Project staff including processing and facilitating visa, arrangements for travel and accommodation, health insurance and airport transfers for staff, consultants and guests.

Translation and Services:
- Support translation related services for the Project, including maintenance of regularly updated roster of translators and editors;
- Maintain database of other service providers (trainers, consultants, etc.) required for smooth implementation of the Project;
- Translate programmatic reports and other relevant documentation from Armenian to English and vice versa.

Procurement:
- Maintain all administrative agreements for the Project (including but not limited to staff insurance, telecommunication, transportation, other services); initiate timely renewal of those agreements and contracts;
- Support organization of Project procurement, including maintenance of documentation, organization and documentation of tenders, event venues, routine procurement for the operation of the Project.

REQUIRED QUALIFICATIONS: 

- Diploma in Business Administration, Arts Administration, Public Administration, Foreign Language or a related field, or substantial relevant vocational education experience;
- At least 3 years of administrative management and human resource management experience working for an international non-governmental or development organization;
- Professional experience in non-profit sector, preferably in Armenia;
- Experience in European Union funded projects is an advantage;
- Experience in the arts or creative industries is a plus;
- Excellent knowledge of written and spoken Armenian and English languages; good knowledge of Russian language is desirable;
- Excellent analytical and organizational skills;
- Knowledge of Microsoft Office package;
- High level of professionalism, responsibility and accountability;
- Excellent interpersonal skills, including patience, diplomacy, willingness to listen and respect for colleagues;
- Capability to work both individually and as part of a team;
- Ability to work effectively in a fast-paced, high stress environment;
- Resilient problem-solver, flexible and multi-tasker;
- Positive attitude and enthusiastic team-player;
- Willingness to perform other work related duties, and work irregular hours if needed;
- Professional demeanor and attitude.

APPLICATION PROCEDURES: 

To apply please send your CV and cover letter in English language to: *****@****.** , mentioning the position title ("Administrative Assistant for AGBU Armenia's Creative Accelerator Project") in the subject line of the email. Please kindly refrain from any personal visits, deliveries or phone calls. Only short-listed candidates will be notified.

Please clearly mention in your application letter that you learned of this announcement through Career Center and mention the URL of its website - www.careercenter.am. Thanks.

REMUNERATION/ SALARY: 

Competitive, based on experience and prevailing market rates for comparable positions. Salaried positions include employee benefits based on AGBU policy.

ADDITIONAL NOTES: 

AGBU Armenia is an equal opportunity employer that is committed to diversity and inclusion in the workplace. All hiring shall be carried out in accordance with the principles of fairness and transparency. Any discrimination based on gender, race, national origin, language, origin, nationality, social status, religion, marital status, age, beliefs or views, affiliation to parties, trade unions or non-governmental organizations, other circumstances not associated with the professional skills of an employee shall not be applied during the hiring process. More information on our HR Policy available in our AGBU Fund (Armenia) Internal Disciplinary Regulation from September 2018, approved by the Board of Trustees of AGBU.