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Job title:                    Administrative Assistant
Location:                   MDAC headquarters, Budapest, Hungary
Liaises with:              MDAC staff, consultants and partners
Working hours:         40 hours per week
Job purpose:             To ensure smooth running of the office and provide logistical and administrative support to MDAC’s campaigns team.

Areas of responsibility

Business support  

  • Maintains office supplies.
  • Ensures day-to-day IT and office matters are dealt with, in liaison with applicable service providers, and raises any substantial issues with Finance Officer as appropriate.
  • Liaises with business service providers as required.
  • Monitors correspondence in MDAC’s email accounts, forwarding for the attention of appropriate colleagues (mdac@mdac.org, support@mdac.org and jointheteam@mdac.org).
  • Answers phones, logs and takes accurate messages, passing these on to appropriate staff.
  • Handles and logs in-coming mail, fax and other correspondence, passing these on to appropriate staff.
  • Logs and implements policy in relation to inquiries by email, phone or in person from individual’s seeking legal assistance.
  • Drafts contracts from templates and under instruction of project staff.
  • Provides support to the Finance Officer as requested.

Campaigns support

  • Provides logistical support to staff: books flights and accommodation, in certain cases travel insurance, for staff who have no debit card and for experts or consultants paid for by MDAC.
  • Supports with event logistics: searches for and books venues, catering and equipment as needed, sends out invitations, responds to participants’ logistical enquiries, supports participants travel, all in compliance with MDAC’s finance and related policies.
  • Provides substantive programmes and administrative support to staff on request.
  • Edits, proofreads, copies or scans documents as requested by staff.
  • Undertakes ad hoc English / Hungarian translation as required.
  • Sets up meetings, takes minutes of meetings.
  • Participates in MDAC’s organisational review process.

Person Specification

Qualifications

Required

  • University or college degree or equivalent experience in business / administrative roles

Knowledge, skills and experience

Required

  • Excellent spoken and written English
  • Fluent Hungarian
  • Excellent organisational skills;
  • Strong communication and inter-personal skills with a can-do approach.

Personal attributes

The ideal person is a self-starter, a problem-solver and will have:

  • Attention to detail;
  • The ability to work independently;
  • A highly proactive approach along with a well-developed sense of when to bring matters to the attention of others;
  • The ability to deal with ambiguous external environments and a high-paced working environment; and
  • Commitment to MDAC’s mission and vision.

To apply, send a C.V. and cover letter to MDAC by 27 October 2017, 18:00 CET. The cover letter must set out how your skills and experience meet the requirements and person specification of the position. NOTE: APPLICATIONS WITHOUT A COVER LETTER WILL NOT BE CONSIDERED.

Completed applications should be emailed to JoinTheTeam@mdac.org before the closing date, with the subject line “Programmes Assistant”.