Operations Assistant

Lumos Foundation works to realise every child’s right to a family by transforming care systems around the world. Our vision is a world in which all children grow up in safe and loving families within supported communities.Founded in 2005 by author J.K. Rowling, Lumos partners with governments, civil society and young people with lived experience to transform care systems globally and advocate for family-based solutions that help children thrive. We ensure that families receive the support they need to stay together or reunite, and that children grow up in family-based settings such as foster or kinship care, not institutions.Despite clear evidence of the harms of institutionalisation, more than 5 million children worldwide continue to live in institutions. And a much larger number of children are at risk of family breakdown and separation – those living in poverty, experiencing domestic violence and abuse, and living in countries affected by conflict.We are ambitious for children. In the next 10 years, Lumos will enable 500,000 children in care to return to family-based care and prevent 10 million children from experiencing family breakdown and separation – so that they can thrive in their own families. Working with local, national, and global partners, Lumos supports government-led transformation of child care systems across Asia, Africa, Europe, the Middle East, and Latin America- driving systemic and sustainable change.Lumos’ ambition for children is significant and will require the organisation and its partners to work in new ways – with a pace, drive and urgency that this moment demands – and that children everywhere deserve.Lumos’ success will continue to be based not just on what we do, but on how we do it – our values. We embrace collaboration. We strive for excellence. We show respect. We always care. And we are passionate. We are Lumos.Find out more about Lumos and our work at wearelumos.org.Position:The Operations Assistant provides essential operational, administrative and logistical support to the Lumos Moldova Programme. Under the supervision of the Country Director and in close coordination with the Finance Manager and programme teams, the role ensures that day-to-day office operations, procurement processes, event logistics, and administrative systems run efficiently and in compliance with Lumos policies and procedures.Key Objectives Manage the organisation’s correspondence (post, email, telephone, fax) and maintain document registers for incoming and outgoing correspondence. Ensure systematic filing of internal and external documents, organised chronologically and by activity area. Organise team meetings: notify participants, prepare the meeting room, and draft minutes and decision orders. Ensure timely and accurate communication of information within the organisation. Maintain records of technical equipment, furniture and organisational assets and ensure proper functioning of office infrastructure. Manage office supplies, consumables and service providers (IT, telecoms, utilities, building security), including placing orders and coordinating with vendors. Support employees with IT primary needs and liaise with the local IT support or the Lumos UK IT support provider as needed. Assist the Lumos Procurement Committee in procurement procedures, including collecting quotations, preparing procurement documentation, drafting supplier and consultant agreements, and managing due diligence packs. Provide logistical support for programme activities: meetings, trainings, workshops, roundtables, conferences and field visits, including venue booking, equipment, materials, interpretation and participant transport. Provide administrative support with HR management procedures for the Moldova Office Support the preparation, registration and administration of consultancy/service contracts, including contracts for individual consultants and service providers Prepare and organise routine programme documentation, including attendance lists, training certificates, meeting minutes and activity summaries. Support the distribution of publications and emergency/humanitarian kits to partners and beneficiaries. Facilitate travel arrangements for staff (transport, accommodation, visas, insurance and related documentation) for trips within Moldova and abroad. Contribute to the improvement and standardisation of internal procedures and documents used within the Lumos Moldova Programme. Support staff to comply with Lumos and local policies and procedures, including partner due diligence. Act as Data Protection Focal Point.Requirements:Essential:University degree in public administration, economics, management, law, social sciences or a related fieldMinimum 1 year of relevant experience in an administrative or operational support roleExperience in document management and office operations Experience coordinating travel arrangements and providing logistical support for eventsStrong administrative and organisational skills with high attention to detail Effective planning and time management: able to manage multiple tasks and meet deadlinesStrong communication and interpersonal skillsProficiency in MS Office (Word, Excel, PowerPoint, Outlook)Ability to follow established procedures and maintain accurate recordsAbility to work both independently and collaboratively in a team environmentFluency in written and spoken Romanian and EnglishCommitted to Lumos’ mission, values and safeguarding standardsProactive, self-motivated and results-orientedFlexible and adaptable in a dynamic, fast-paced environmentCollaborative and service-oriented, with a positive team spiritDiscreet and professional in handling sensitive and confidential informationStrong sense of accountability and ethical conductDesirable:Experience supporting procurement or contracting processesWorking knowledge of RussianExperience working in an international or non-governmental organisationOther information:How To ApplyDeadline: May 25, 2026Applications for this role should be submitted through the application link included in the advert published on Civic.md.Operations Assistant - CIVIC.MD: ONG-uri, anunțuri, angajări, granturi și inițiative civice din MoldovaPlease note that applications sent by email will not be considered, as all applications must be submitted through the designated application route to ensure safe and GDPR-compliant handling of candidate data.