Smart Life Projects, established in 2023, is a national and international company delivering high-level consultancy and services in key areas essential for today’s economic, social, and cultural development. As part of the Smart Life Group Holding, we specialize in International Project Financing, offering top-tier, professional services to both the Albanian territory and the broader European region.

Our mission is to contribute to territorial development and create stable job opportunities, especially for talented young individuals with significant professional and personal qualities. We collaborate with distinguished international experts and important NGOs to achieve global and interconnected human and territorial development. Our services encompass the full project lifecycle, from ideation and preparation to implementation.

We are we offering
We are seeking a Secretary/Office Assistant to join our team. The successful candidate will perform secretarial and administrative tasks to support our office’s mission. Responsibilities include providing administrative support for project preparation, infrastructure and logistics, public procurement, human resources, and budgetary/financial matters. Additionally, the candidate will serve as a backup for the accounts clerk during absences or periods of exceptional workload.

This position is based in Tirana and involves a regular 40-hour work week. The salary will be commensurate with the job profile and the candidate’s experience. Future missions in Albania or abroad are foreseen.

We offer a competitive position that provides the opportunity to gain extensive experience in international project financing, particularly with EU-funded grants.

Responsibilities and duties
Under this post, the recruited person will be attributed functions depending on the needs of the Office. Upon recruitment, the successful candidate will occupy a specific job function as Secretary/Office Assistant. Under this job function the successful candidate will work under the supervision and responsibility of the office’s manager.

Responsibilities will include but will not be limited to the following:

Administration
Assist in management of office premises daily operation affairs and liaising with service providers;
Assist in preparing of various reports and minutes;
Assist in the recruitment process including handling the vacancy announcements and facilitating interview sessions;

Assist in coordinating and organising meeting activities;
Assistance with meeting and event management and logistics;
Filing administrative and accounting related documents;
Ensure a clear and logical filing system;
Maintain and assisting in following up the execution of tasks;
Required to backup other team members during absences. This might require knowledge of additional administrative tools.

Project, Procurement and Contract Management
Assist in project procedures preparation;
Follow up with our partners for project procedures;
Assist in procurement procedures;
Assist in contracting of administrative needs;
Assist in procurement planning.

Accounting and Budget
Assist the office’s accountant in different administrative tasks
Financial initiation and/or verification of payments;
Assist in following up the execution of tasks;

Selection Criteria

Minimum Requirements:
– Three-year degree / first level degree in administration and accounting or related field
– Minimum proven 5 years of experience as Secretary or Office Assistant with experience in administration or accounting tasks;
– Proficient level in English (C1 level in CEFR);
– Preferable a good level in Italian (B1 level in CEFR);
– Good IT skills (MS Word, Excel and Power Point);

The following will be considered an asset:
– Experience in a multicultural environment;
– Knowledge of EU legal procedures and rules like PRAG, Financial Regulation;
– Experience in International Project Financing;

How to apply
Please send your application and supporting documents to our main contact point by the specified deadline below.

In the subject line of your email, please write:

Application for the post of Secretary – SURNAME / NAME (in capital letters).

Your application should include the following attachments:

A cover letter (maximum 1 page)
A detailed CV using the Europass template (maximum 3 pages)

Applications that do not follow these instructions will be automatically excluded from consideration.

The procedure
After the application deadline, submissions will be reviewed by a Selection Committee established for this purpose. The committee will create a shortlist of candidates deemed most suitable for the position based on a preliminary assessment of their cover letters and CVs. Shortlisted candidates may be asked to provide additional supporting documents. If compliant, they will be invited to an assessment phase, which may include a written test. During this phase, the Selection Committee will evaluate candidates’ suitability for the position, including their knowledge of IT tools and language proficiency.

The top candidates from the assessment phase will be invited for an interview.

Candidates who are not shortlisted will be notified individually of the selection procedure outcome.

The deadline for applications is Saturday, 10th July 2024, at 19:00 Tirana time.

Personal Data
By submitting their applications, candidates consent to the processing of their personal data by the staff responsible for collecting, storing, and processing applications in accordance with the purposes of the selection procedure. The General Manager of the company oversees data processing.

Personal data processing for this job offer and potential hiring will adhere to the principles of lawfulness, fairness, and transparency, ensuring the protection of the fundamental rights and freedoms of individuals.