Administrative Officer

Job Overview

The Administrative Officer is responsible for delivering high-quality administrative support and managing events of the PHAETHON CoE’s operational, research, innovation and educational activities. This role ensures smooth day-to-day administrative functions, supports the coordination of meetings and documentation, and maintains compliance with internal procedures, National and European regulations.

Reporting

Reporting to the Director of Operations, the Administrative Officer plays a vital role in maintaining the efficiency and effectiveness of internal operations and ensuring a professional and well-organised working environment.

Key Responsibilities

1. General Administration
   1. Provide administrative support to the CoE employees.
   2. Photocopying and scanning of various documents.
   3. Maintain and organise internal documentation, files, and records in digital and physical formats.
   4. Prepare and format reports, minutes, letters, and presentations as needed.

2. Coordination and Scheduling
   1. Support internal and external meetings, including agenda preparation, invitations, and logistics.
   2. Support the planning and delivery of events, workshops, and internal trainings
   3. Book meeting rooms as required
   4. Arrange travel and accommodation
   5. Maintain calendars and coordinate schedules for senior staff and committees.

3. Office Operations
   1. Monitor inventory and order office supplies and materials in accordance with procurement policies.
   2. Liaise with institutional departments of the University of Cyprus (UCY) (e.g., UCY administration).
   3. Support the upkeep of office facilities and resolve minor logistical issues.

4. Documentation and Compliance Management
   1. Assist in ensuring that administrative practices comply with institutional, national, and European requirements.
   2. Support the preparation of documentation for audits, reports, and internal reviews.
   3. Maintain confidentiality and accuracy of sensitive documentation.

Required Qualifications

• Bachelor’s degree in any academic background related to administration studies. Qualifications in Secretarial Studies, or Business Administration will be considered an advantage, but not essential.
• Minimum 2 years of experience in an administrative or operations support role.
• Strong organisational and multitasking skills with a high level of attention to detail.
• Excellent communication and interpersonal abilities.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook); familiarity with digital document management systems is an advantage.
• Any knowledge of accounting/bookkeeping will be considered an advantage, but not essential.
• Exceptional time-management and organizational skills.
• Ability to manage sensitive information with discretion.
• Fluent knowledge of the Greek and English language (written and spoken).

Employment Terms

Initially, a one-year contract will be offered, with a 6-month probation period, which is renewable based on performance. The monthly gross salary for full-time employment is in the range of €1500 – €2500 based on experience. From this amount, employee contributions to the Cyprus government funds will be deducted. Maternity leave will be granted based on Maternity Protection Law 1997(Ν.100(Ι)/1997), and the existing amendment laws. The 13^th salary bonus is incorporated in the monthly salary.

Applications

Interested candidates should submit the following:

• Letter of interest for the specific position.
• Full CV including description of previous experience, as well as reference to the grades of degrees.
• Copies of degrees and transcripts of Bachelor’s and/or Master’s degree(s).

Name and contact details of two referees for recommendation letters.