Office Manager - Chisinau, Moldova

Position Summary & Job Purpose: 

Tetra Tech provides best-in-class energy consulting services for clients worldwide. Our work advances clean energy to achieve climate and decarbonization goals; creates sustainable utilities and modern grids; and promotes gender equality and economic inclusivity at the energy nexus.

Tetra Tech is recruiting an Office Manager to be based in Chisinau, Moldova to support the implementation of the USAID administered Moldova Energy Security Activity (MESA) from April 2022 to March 2026. The objective of the Moldova Energy Security Activity (MESA) is to strengthen Moldova's energy security by: (1) advancing physical and market integration of the Moldovan energy sector with Europe; (2) increasing renewable energy integration; and (3) increasing investment in energy efficiency and domestic power generation, particularly through increased adoption of renewable energy technologies.

The Office Manager must be a resident of Moldova and legally authorized to work in the country. This position is full-time, and hiring is contingent upon USAID approval. Tetra Tech values a diverse workplace and strives to achieve gender equality. Qualified women and men are strongly encouraged to apply.

Position Responsibilities:

• Manages all project-related operational matters including, human resources, general administration, office management, and logistics in line with Tetra Tech policies and procedures and USAID rules and regulations and in coordination with the Tetra Tech home office.
• Oversee financial matters in compliance with Tetra Tech's processes and USAID regulations, including VAT requirements. Respond to Home Office requests, including providing inputs to financial audits, accruals, forecasts and budget updates.
• Support with obtaining Tetra Tech's legal registration and ensure on-time legal filings and required reporting with Government of Moldova entities.
• Undertakes all human resource actions including recruiting and onboarding of new hires in accordance with Tetra Tech processes, maintaining records for each employee, organizing for health insurance.
• Coordinates all field procurement and contracting of services and goods purchased in Moldova by drafting solicitation documents, releasing RFQs/RFPs, evaluating bids, preparing evaluation memos, preparing purchasing request forms and contract requisition forms, provide inputs (market research, work history, competitor analysis) for salary, and or consent to subcontract request as needed and other actions required.
• Maintains all project knowledge via the electronic project shared folder on Egnyte and MS Teams site of operational and technical information including project deliverables, documents, reports, photos and other information.
• Execute office administration activities such as drafting correspondence; providing interpretation and translation services; maintaining the project's physical property inventory; maintaining the office lease; procuring office equipment, furniture, supplies and associated items, coordinating for photocopying, binding materials and reports, printing of business cards, mail distribution; coordinating vehicle usage; updating project manuals.
• Serve as primary point of contact and liaise with local vendors, including a) bank, b) payroll service provider, c) insurance provider, etc.
• Provide logistics for a) travel arrangements for short-term visitors to Moldova including hotel reservations, airport transfers, visas, etc.; b) meeting support such as preparing agendas, taking and distributing meeting minutes, and following up on action items, c) organizing project meetings, workshops and other special events, and d) coordinating local travel.
• Serve as MESA's safety and security focal point complying with Tetra Tech's Duty of Care standards and maintaining the MESA emergency contact rosters and phone tree.
• Perform other duties as assigned.

Essential KSA's Required (experience, skills, education, certification, etc.):

• Bachelor's degree in business administration, management, or equivalent field.
• 7+ years of experience managing the administration of donor funded projects with increasing levels of responsibilities.
• Excellent writing, communication and listening skills.
• Good organizational, analytical and problem-solving skills with an attention to detail.
• Proven ability to handle multiple tasks in a fast-paced, deadline-oriented environment, both independently and as a team member interacting with staff members and client representatives at all levels.
• A high level of ethics, honesty, professionalism, diplomacy, ability to maintain confidentiality and commitment to customer service.
• Fluency in English (reading, writing and presentation skills) with strong oral and written presentation skills.
• Advanced proficiency in the MS Suite: Word, Excel, PowerPoint, Teams.

Valued but not required KSA's:

• Experience working on USAID, or other donor-funded projects in Moldova
• Experience with bookkeeping, financial reconciliations, and QuickBooks

Line management responsibility: 

• Manage finance and accounting specialist

Physical demands & work environment: 

• Office setting

APPLY FOR JOB: https://tetratech.referrals.selectminds.com/jobs/office-manager-moldova-26141