• Provides logistical and administrative assistance to the project team, and international and national experts, in the planning,• Organization and follow-up of the project activities, in accordance with the project work plan;• Prepares and follows up on draft purchase orders, administrative arrangements;• Negotiates and signs contracts with the Service Providers;• Pays the Service Providers in accordance with the contract signed;• Sends, follows up, checks, selects and signs call offs for experts;• Pays the experts in accordance to the call off signed;• Makes travel and accommodation arrangements, assists in the reimbursement of travel expenses in accordance with relevant procedures; verifies cost of missions;• Undertakes missions in support of project activities;• Follows project finances;• Supports the practical organization of meetings;• Prepares the production and distribution of documents;• Prepares, records, verifies, keeps all kinds of data, files, documents, statistics, data bases, websites, information and documentation tools etc. for specific purpose or on request;• Receives, reviews and dispatches incoming correspondence, e-mails and fax messages;• Reports to the supervisor on activities in progress and if and when problems occur;• Shares information between management and staff;• Drafts and formats standard correspondence, memos files and presentations in accordance with instructions, organizes file;• Assists in the editing of reports, reads and makes grammatical corrections of texts; checks translations;

• Translated movies and documentaries English/Romanian, French/English, French/Romanian• Revised translations

• Supported in the management of incoming and outgoing correspondence and calendar requests, from both internal and external sources• Reviewed and ensure timely flow of materials that require signature from the Director of Programs • Responded to program-specific information requests from the general public, volunteers, organizations and Save the Children Canada departments and employees in an appropriate and timely manner• Carried out background information gathering that may be needed for presentations and / or meetings• Established and accurately maintain systems to facilitate the administration of Program Projects: track overseas projects, maintain budget tracking system, maintain a master project list, project numbers, active project database, including pipeline and project grant agreements• Established and accurately maintain systems to facilitate the administration of Human Resources: track contract completion dates, track requests for time off and time away from the office, administer external job postings and performance management administrative processes• Maintained the Program Department resource centre and filing system to ensure all program related records are readily accessible, up to date and appropriately retained. Resources include both active and archive information • Maintained accurate department schedule(s)• Assisted in the preparation of high quality narrative and financial reports that are complete and timely• Coordinated logistics for conferences and meetings, including booking, budget tracking, briefing documents, materials distribution, travel and visa arrangements• Coordinated the completion and required approvals of staff time sheets• Prepared and distribute minutes from meetings, including Program Team meetings, accurately and in a timely manner• Maintained routine correspondence with Field Offices on logistics, communications and reporting

• Received, recorded, and processed volunteer registrations• Coordinated the intake of volunteers by prescreening candidate résumés• Reviewed volunteer documents and identified key skill sets for appropriate classification • Managed volunteers database and updated when necessary• Interviewed applicants for summer student positions and short-term volunteer projects• Supervised, trained and delegated work to volunteers and summer students• Assisted recruiters/volunteers with accessing and understanding the Document Storage and Retrieval System and the database.• Responded to public inquiries regarding the organization and volunteer requirements• Assisted with the design, implementation and training of the new roster database system• Coordinated materials and logistics for information and recruitment sessions• Translated English/French documents as required• Participant in the design of new performance appraisal forms and processes

• Responsible for all aspects of accounts payable• Recorded General Ledger entries• Provided the Chief Financial Officer with standard reports relating to: weekly financial activities, outstanding accounts payable, ad hoc as required• Cataloguing, document archiving/retrieval

• Assisted the Coordinator/Executive Assistant (to the Director) with the following:• Addressed special needs of all donors, including corporate foundation and individual donors; helped implement high impact activities and events to meet these needs. Followed up as needed.• Donor events preparations and logistics• Organized follow up activities with potential corporate donor liaisons for fundraising programs for the purpose of implementing donor stewardship plans and activities to support the fundraising objectives of the department collected and organized research data• Catalogued, document archiving/retrieval