Office Assistant

Who We Are

International Justice Mission (IJM) is the global leader in protecting vulnerable people from violence around the world.

International Justice Mission (IJM) has implemented a collaborative approach to combating violence against those vulnerable for the last 23 years in 20 field offices around the world, including Africa, Asia, Europe, North and South America, collecting international best practices in tackling human trafficking. The capacity building model of criminal justice system transformation implemented by IJM includes individual support for survivors, support for government initiatives and jointly proposing policy changes to strengthen criminal justice systems (CJS) to respond effectively to human trafficking.

The Need

For 25 years, IJM has pioneered the work to protect vulnerable people from violence. 9 out of 9 times in the last decade, IJM’s Justice System Strengthening Projects have reduced slavery and violence between 50 and 85% for very large populations of people in poverty. As we grow to expand our impact to protect 500 million people from violence by 2030, we are seeking an Office Assistant.

Position Overview:

The Office Assistant will work in close collaboration with the Office Manager to support and provide efficient administrative services and ensure regulatory compliance for the operations of the Foundation.

Key Result Areas:

The success of this role is measured by the following KRAs:

• Support in management of foundation legal requirements and all statutory filings for compliance including financial requirements working with firms to achieve the same;
• Support office human resources capacity and ensure compliance with all labour law requirements working both internally or through vendors;
• Support for residency or volunteer visas and permits;
• Prepare expense and credit card reports.
• Ensure vendor check is done according to internal procedures and policies.
• Review and update office procurement processes periodically to assure an efficient system that allows timely procurement of goods and services including best practices and advising on suitable vendors;
• Support with office events, provide support to external trainings and visitors and supporters to the office;
• Provide administrative support to ensure timely delivery.

Roles and Responsibilities:

Policies and Regulatory Compliance:

- Lead and advise on regulatory compliance and oversee vendors who are responsible for submissions for the Foundation to ensure timely and compliant filings.

- Review and update procurement policies and procedures periodically or as per needed.

- Review best practice and recommend changes, improvements, and enhancement of the procurement processes; and

- Assist in drafting policies and procedures.

Networking & Partnership:

- Identify and create a network and database of prequalified vendors to service IJM needs.

- Create and maintain good relationships with suppliers.

Documentation, Reporting & Data Management:

- Maintain up to date financial logs and administration functions.

- Prepare and submit expense reports and credit card reports in-line with IJM internal procedures.

- Ensure compliance for all regulatory reporting and GDPR compliant data management.

- Provide periodic reports as needed to the reporting manager.

Events and Logistics:

- Support and coordinate all logistics, financial reporting and costs related to event(s) and visitor groups.

- Coordinate and assist in logistics for local and international travel documentations such as visas, passports, accommodation, bus/vehicle hires, etc.

- Coordinate the stay and visit of office visitors.

- Host visitor and key donor groups to the office and develop agendas for their stay.

General tasks:

- Prepare credit card and expense reports.

- Prepare all regulatory preparations for staff, volunteers and visitors in the office.

- Maintain and operate an efficient system of communication for key events, retreats, and other group work functions.

- Receiving, recording and dispatching incoming and outgoing office letters and documents in a systematic manner.

- Maintaining an efficient and well-organized filing system for all organizational documents.

Education & Experience:

- Bachelor’s degree in economics, administration or other related field.

- Fluent in written and spoken English and Romanian.

- High level of proficiency with Microsoft PowerPoint and Outlook; and

Technical Competencies:

- Excellent planning with great attention to detail.

- Excellent presentation and communication skills.

- Highly organized, efficient.

Non-Technical Competencies:

- Passionate commitment to IJM’s work, mission and values including bridge building and professional.

- Servant leader, humble.

- Courageous, ability to think creatively and innovatively.

- Attention to detail, organized and disciplined with priorities.

- Professional in demeanor, appearance, writing and oral communication.

- Works well under stress with a sustained positive attitude.

- Exceptionally high level of honesty and integrity.

- Intelligent, creative, and proactive problem solver.

- Diplomatic and flexible with strong service ethics.

- Ability to contribute outside of the designated areas of responsibility, team player.

Supervisory:

This position reports to Office Manager.

Requirements:

• Full-time, willingness to work 40+ hours per week

• Ability to travel within Romania up to 20% of the time

Preference:

• Driver’s license (Romania and/or international)

Other Duties:

This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities for the position. Duties, responsibilities, and activities may change at any time with or without notice. All positions are required to perform any additional tasks assigned by the supervisor. Please submit a CV or resume and cover letter to romania@ijm.org. Compensation will be competitive and commensurate with skills and experience.

This position is based in Bucharest, Romania and is available to be hybrid (onsite Tuesdays, Thursdays and Fridays) and remote Monday and Wednesday.

This position requires the right to work in Romania.

Application Process:

Please submit Resume/CV, Cover Letter, in one document to romania@ijm.org

What does IJM have to offer?

• Comprehensive Medical Service Plan

• 24 days paid leave

• Daily, quarterly, and annual community spiritual formation

• Robust staff care resources

IJM holds strict safeguarding principles and a zero tolerance to violations of the Safeguarding Policy, Protection against Sexual Exploitation, Abuse and Harassment Policy, and Code of Conduct. Parallel to technical competence, recruitment, selection, and hiring decisions will give due emphasis to assessing the candidates value congruence and thorough background, police clearance, and reference check processes.