Under the direct supervision of the Financial and Administrative Manager, with additional guidance from the Project Leader in Tbilisi and the Deputy Project Leader in Moldova, the EU 4 Innovation East Project Assistant plays a pivotal role in supporting the administrative, financial, and logistical management of the project.

The assistant is a key member of the Financial and Administrative team, which also includes the Manager and two staff members located in Tbilisi, Georgia. This team operates within the Project Management Unit (PMU). This position will be based in Chisinau, Moldova with part of the Project team.

Project description

EU4Innovation East is a EU-funded project aiming to support the Eastern Partner Countries (EaP) startup ecosystems’ growth.

Position Description 

Under the supervision of the Financial and Administrative Manager, the Project Assistant will have the following missions:

Logistics support 

• Coordinate logistical elements of project implementation, including scheduling appointments, organizing local meetings, managing the general plan and experts’ agendas, drafting correspondence, and performing administrative follow-up tasks, such as verifying experts’ timesheet signatures.
• Liaise with the Security Department to address specific needs, including protocol adherence and logistical arrangements.
• Assist with logistics for team or expert missions by arranging travel, booking accommodations, locating venues, handling visa or administrative formalities, and preparing administrative aspects in line with Expertise France's procedures.
• Manage logistics for project activities, such as event organization, direct booking of meeting rooms, catering arrangements, and ensuring smooth operation of the Moldovan Project Management Unit (PMU) office by maintaining supplies and consumables.
• Organize logistical aspects of study trips abroad, including various reservations, transportation, and managing required administrative procedures.

Secretarial and Administrative support 

• Support the organization of project Committee meetings and related events.
• Maintain and update databases relevant to project management, including information on local stakeholders and providers.
• Contribute to administrative, financial, and human resources tasks as directed by the Financial and Administrative Manager, including processing and negotiation with service providers, budget monitoring for mission organization, and controlling travel costs.
• Handle the indexing, filing, and archiving of documents associated with project expenses.

Procurement & Financial support

• Support the management and monitoring of expenses and supplier invoices, including follow-up, sending reminders, and administrative registration.
• Assist in the collection of supporting accounting documents and prepare for payment following Expertise France's procedures, including invoice verification, payment monitoring, and managing third-party forms in the ATLAS software.
• Facilitate financial monitoring by extracting data from administrative information systems to verify entries or apply corrections.
• Support during audits.
• Support the coordination with the Finance team of the Mutualised Support Unit in Kyiv, Ukraine on the monthly follow-up of the project (Reporting, Initial and Revised Budget, etc.).