Project Management Office Administrator

About us:
Mott MacDonald Romania, part of the Mott MacDonald Group, stands as one of the largest wholly employee-owned firms specializing in engineering, development, and management consultancy. Our team is dedicated to planning, designing, delivering, and maintaining essential transport, energy, water, buildings, and broader infrastructure systems that are fundamental to everyday life. Our core strength lies in leveraging our extensive expertise to tackle complex challenges, ultimately delivering value and tangible benefits to our clients and the communities they serve.
About our Project - Ukraine and Moldova Infrastructure Technical Assistance Framework (UMITAF):
The Ukraine and Moldova Infrastructure Technical Assistance Facility (UMITAF) is a service contract initiated by the European Investment Bank (EIB) to support the preparation and implementation of priority infrastructure investments in Ukraine and Moldova. The facility aims to aid in recovery and resilience by providing technical assistance and engineering services throughout the entire infrastructure project cycle. This includes strategy support, master planning, investment programming, feasibility studies, design services, procurement support, implementation assistance, and technical audits. UMITAF addresses short- and medium-term needs across various sectors, such as municipal services (including urban water), transport, energy, digital telecommunications, agricultural logistics, and social infrastructure.
Responsibilities:

Support TL, DTL and PM whenever needed in Moldova: e.g. for opening bank accounts, with police registration and obtaining residence, preparation of the UMITAF project calendar, implement the recording tools for external correspondence
Monitoring of subproject costs that are IE eligible before they occur and advising PMs on what is necessary to have to make the cost IE eligible
Support and maintain the NKE database, support the recruitment process
Administration of project and sub-project monitoring tools and databases on UMITAF server
Updating templates, Project Management Plan and QA Plan
Regular update of table for the monitoring of deliverables
Preparation of subproject references for Consortium partners (Mott, GIZ) after subprojects close
Prepare and implement a database of administrative orders issued by the CA and of experts approved
Saving deliverables and protocolled correspondence of subprojects on portal
Collection and control of time sheets before submission to the TL/DTL for approval; feedback for corrections, if any.
Support the project’s Visibility Coordinator (horizontal) and for subprojects (according to Visibility Plan).
Support Visibility matters: visibility materials, roll ups, business cards, etc
Ensure that the provisions of Security Plan while NKEs’ visiting Ukraine and of adequate Personal Protective Equipment while visiting subproject/construction sites are implemented.

Minimum requirements:

Graduate of University in Public Administration, Management Science or Economics.
Studies that include a master’s degree are preferred.
Excellent knowledge of written and spoken English and Moldovan languages is absolutely necessary.
Previous experience of 2 to 5 years in private companies or public sector (Ministries, organisations) constitutes and asset.
Previous experience of working in a multicultural environment and with medium to big size teams will be an asset. Minimum 1 letter of recommendation should be demonstrated.

Abbreviations: TL: Team Leader, DTL Deputy TL, PM: Project Manager, KE: Key Experts, NKE: Non-Key Experts, CA: Contracting Authority, IE: Incidental Expenses, QA: Quality Assurance, EIB: European Investment Bank. E-mail: vassilis.evmolpidis@umitaf.eu / adrian.musat@umitaf.eu