Office Administrator

Reporting to the Head of Office, the Office Administrator is responsible for the efficient functioning of the operational aspects of the RFE/RL’s office including managing our reception area. Your responsibilities will include helping the Head of Office with legalization process of the employees, scheduling meetings and appointments, liaising with service providers, ordering office supplies, greeting visitors and providing general administrative support to our employees.

RESPONSIBILITIES:

Manage reception area of RFE/RL Office including but not limited to greeting and escorting visitorsissuing visitor passes, accompanying visitors and informing about rules and procedures.

• Coordinate legalization process (visas, TRPs) of the employees.     
• Assist with scheduling meetings and appointments.
• Manage incoming and outgoing correspondence flow by registering and filing physical and digital documents, ensure appropriate storage, manage incoming and outgoing courier and post deliveries.
• Assist with organizing appropriate work environment including but not limited to ordering stationery, office supplies and equipment, as well as maintaining cleanliness in the common areas of the office.
• Liaise with office building management representatives and various service providers (cleaning services, maintenance, engineering) to ensure smooth functioning of the office.
• Provide support to staff and visitors by arranging transport (taxis, car rentals etc.).
• Partner with HR to assist with various issues related to office operations and procedures.
• Coordinate with IT department on office equipment maintenance and requests.
• Act as additional point of contact for security and access control related issues.
• Liaise with and assist Finance Officer on receipt and timely processing of invoices and payments.
• Assists the Office management and journalistic team leads with managing contract and price negotiations with office vendors and various service providers.
• Assists the Head of the Office with managing the office budget, ensure accurate and timely reporting.
• Help respond to employee requests regarding office issues and provide general information about living in Lithuania
• Help plan and deliver in-house or off-site activities and events (visits, conferences etc.).
• Provide assistance with translation.

Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

Education:

• Undergraduate degree or higher professional education is desirable.  

Work Experience:

• Minimum three (3) years experience in office administration tasks.
• Previous experience with migration process in Lithuania would be an advantage.

Competencies:

• Ability to quickly anticipate, trouble-shoot and resolve problems.
• Accuracy and detail orientation.
• Understands and meets customer needs in a helpful way, whether they are internal or external clients.
• Excellent verbal and written communication skills.
• End-user knowledge of MS Office applications.
• Organizational skills.

Languages:

• Full professional literacy in Lithuanian language;
• Professional literacy in English and Russian languages