Office Administrator

Internews

Skelbimas
Atlygis/Miestas
Apie įmonę

Internews, an international nonprofit organization based in Washington, DC and Arcata, CA, works to ensure access to trusted, quality information that empowers people to have a voice in their future and to live healthy, secure, and rewarding lives. Internews has worked with citizens and local media in more than 100 countries. Together with local partners such as universities and other non-profit organizations, Internews has supported the development of thousands of media outlets worldwide, including radio and television stations, newspapers, mobile news networks, and online news sites.

Context

Internews manages several regional media development projects in Eastern Europe focused on supporting local independent journalists and media outlets. The projects aim to foster resilience in media and society by helping make credible, professional media more competitive, and expanding domestic audiences and demand for fact-based, reliable information.

The Office Administrator will be responsible for all local service/procurement contracts, will oversee all contracts and agreements in the Vilnius office, will be responsible for office operations and procedures, office maintenance, office equipment coordination, partner and vendor vetting, travel logistics, administration and event organization, travel expenses and reimbursements, etc.

Core Functions/Responsibilities:

Organize office operations and procedures: take care of office supplies, furnishing the office, cleaning services, respond to office calls, monitor and manage general mailbox, etc.
Perform vetting of partners and/or vendors.
Responsibility for office space search, liaising with the landlord, overall responsibility for office maintenance, fixes etc.
Coordinate travel logistics and arrangements, assist with visa applications, and arrange accommodations for project trainers, consultants, and participants in conjunction with the Project Team.
Provide support as necessary when commissioning services from vendors and contractors.
Provide programmatic, administrative, and logistical support to the Project Directors, and Finance Manager for all project-sponsored trainings, conferences, and events. Potential duties may include liaising with event invitees, speakers, trainers and participants; venue selection and reservation; ordering catering; and other responsibilities.
Coordinate with IT department on all office equipment, monitor all fixed assets in the company; perform annual fixed assets inventory process, keep track of all fixed assets operations: purchase, registration, tagging, transfer, disposal.
Liaising closely with employees regarding their travel expenses, collection of travel expense documentation. Completing expense reimbursement forms and entering data into accounting system on regular basis.
Local outside service contracts preparation and review, contract monitoring and collection of invoices and preparation of payment documents for accounting.
Responsibility for all local service/procurement contracts, overseeing all contracts and agreements in the Vilnius office.
Oversees the procurement for the office and projects needs ensuring reasonable resource allocation in collaboration with Finance Director.
Organization of social project events.
Understanding of and demonstrated commitment to upholding Internews’ Core Values.
Other duties as assigned.

Required Qualifications and Experience:

Bachelor’s degree or equivalent standard of education.
Fluency in Lithuanian, English required, Russian preferred.
1-3 years’ experience in administrative positions. Experience with international development organizations would be a plus.
Must have a legal right to work in Lithuania.
Excellent organizational skills and attention to detail.
Strong interpersonal skills.
Proficiency using Microsoft Office Suite and common online and social media platforms.
Must be self-reliant, resourceful, good problem-solver, good humored, and flexible.
Ability to work independently, efficiently and reliably, to a high standard and to deadline.
Ability to work collaboratively with a diverse staff.