Project Administrative Assistant

RESUME

BERNA YOZDZHAN KALCHEVA

**** ** *** ******/***** SPRINGS, FL 33065-8008

Phone: 954-***-**** / E-mail: **************@*****.***

PROFILE

Experienced professional with a long-term governmental and state institutions work, profiled in the development, application, coordination and implementation of international / European Union (EU) and government-funded grants and projects targeted at providing funding for enhancing emergency preparedness and natural disasters prevention, preparedness and response (specifically in the field of fire safety and rescue)

Work in the writing, development and implementation of federal-funded (at national level) or international Programmes that provide funding opportunities for expenses such as: specialized firefighting equipment, protective clothing and apparatus, trainings and support firefighters’ health and professional missions. Work in Grant writing and reporting with public (state) agencies and institutional donors, private foundations and non-governmental organizations (NGOs), such as the Red Cross

Part of specialized administration responsible for grant-funded projects development, coordination and management – International Projects Department – within an operational and “first responder” emergency and civil protection state institution (The Directorate-General Fire Safety and Civil Protection to the Ministry of the Interior). Performing responsible administrative work providing professional level assistance directly to a decision-making / executive officer, e.g. – Commissioner, Senior Commissioner and / or the Director General of Fire Safety (upon request).

Work under both “soft-measure” type projects (targeted at trainings, workshops, awareness-raising campaigns and similar social initiatives), as well as large-scale projects with an investment/supply component targeted at delivery of specialized and heavy fire fighting and rescue equipment, or under “strategic projects”, which are a combination of both supply component and soft measures. Projects’ duration (lifespan) ranges from about 12 months to a 36 months duration (from the time of Grant Award and Contractual Agreement signature up to project’s activities completion and finalization, but not project reporting and final payments/reimbursements)

Active work in the research for open call for proposals (application opportunities) search for partners institutions aiming at grant funding possibilities for the award and implementation of grants and projects for addressing different priorities and tasks in the field of fire safety, fire fighting, civil protection and rescue

Participation in humanitarian-aid related projects (providing relief and emergency assistance to large-scale flood –affected population)

Participation in specialized administrative capacity building trainings for operating software products for grants management and project management implementation (such as: objective and goals, expected results and indicators of achievement, project progress tracking, reporting), as well as attendance to workshops and training sessions for potential Beneficiaries of grants on themes such as: Grants Implementation Guidelines, Rules and Procedures for Project Implementaion and Reporting regulated by the legal framework of a particular Programme

Developing drafts and recommendations upon request by the direct supervisor for areas and fields in disasters prevention, protection and management that need funding through grants-awarded projects (based on a prior analysis of needs and identified priorities, gaps and challenges). Understanding of institutional history and programs

Performing translations from Spanish to English and vice versa – both simultaneous (verbal), e.g. during conferences, international workshops and project working group meetings held during the implementation of a project, as well as written translations

Participation in Open Doors Days initiatives and social events targeted at building a disasters resilient population, such as disasters awareness raising campaigns among the youth and more specific target groups (vulnerable groups), which are part of a grant/project’s scope of activities and expected results

Experience in clerk and office assistance administrative duties, such as: bookkeeping and project documentation classification, description and record keeping, drafting official letters and position (a point of view) paper based on analyzing data and providing an end solution – upon request by the direct supervisor, drafting of e-mail letters, follow-up on correspondence, developing indicative project implementation schedules (project activities agenda) and budget estimates, reviewing project documentation before submission and application deadline, reviewing and checking of invoices before their final endorsement and prior payments to sub-contractors, active interaction with project partner institutions during the project realization (via phone, conference calls, webstreaming, or e-mail)

Application of specialized technical or professional principles, practices and skills or the use of a wide range of administrative methods in the solution of problems. Strong written communication skills; ability to write clear, well-structured / coherent, articulate and persuasive project proposals.

WORK HISTORY

Directorate General Fire Safety and Civil Protection to the Ministry of Interior (DG FSCP)

December 2011 – January 2017

Chief Expert in International Projects Department /part of specialized administration staff/public administration sector

Work under international European and government-funded programmes and projects and specifically in the development, application (submission), follow-up and grant award, implementation and progress reporting of projects / grants, which comprises the following actions:

- Research of funding opportunities and potential grant funding sources (open calls for proposals), partners’ search and verification of the “puzzle-piece matching” of current priorities of the fire fighting and rescue sector against the Rules, Procedures and Benefits offered by a particular Programme / Grant scheme offering a funding opportunity for these fields – Verification of Applicant institution’s eligibility criteria;

- Elaboration of Needs Analysis based on the overall legal framework (at national and institutional level) regulating the main roles and functions of the Directorate-General Fire Safety and Civil Protection (DG FSCP) and elaborating proposals for search for grants application and funding opportunities in specific fields and sensitive-case issues that need to be tackled and improved (e.g. – disasters prevention, working with children, the youth and specific target groups from the population to build disaster awareness and resilience, supply of protective clothing and equipment for firefighters and rescuers, as well as supply of fire fighting vehicles and specialized heavy equipment and machinery for performing rescue activities, enhancing relief and recovery methods, etc.)

- Prior examination of Grant/Project Application Guidelines (Rules and Procedures for Applicants) and development of project proposals in compliance with administrative and eligibility criteria of a particular Programme and strictly observing projects’ submission deadlines. Using the “double-signature” check and approval system for all projects related documentation (via checklists), which is a process that involves: signature of the employee responsible for the initial of drafting the documentation, followed by a check and signature of his / her direct supervisor and a final check and endorsement by the Legal Representative of the Applicant Institution (e.g. Director, Manager, etc.) – this is done via specially elaborated checklists with relevant fields to check

- Elaboration of Needs Analysis and Budget Justifications targeted at finding grant / funding opportunities

- Elaboration of grant / project proposals in full compliance with a Programme / Grant’s specific rules, procedures and requirements for Applicants/Beneficiaries

- Submission of project proposals and keeping up with the follow-up process (via e-mail, official correspondence, phone calls) during the evaluation phase – making corrections, amendments (if needed) and providing written justifications and explanations (upon request by the Evaluation Committee)

- Upon award of a Grant / Project granting approval – reporting to the direct supervisor of the evaluation process outcomes and proceeding to start project / grant implementation according to the specific Programme’s rules and procedures

- Preparing all necessary administrative (financial and technical documents) necessary prior to Grant Agreement signature and project/grant contracting. Using the “double-signature” check and approval system for all projects related documentation (via checklists)

- Reviews documents prior to submission for accuracy, completion and conformance to established procedures

- During the stage of project implementation: drafting letters and correspondence to project partners, elaborating, coordinating and presenting an indicative project time implementation schedule/agenda, elaborating a public procurement plan/calendar of events, developing budget estimates and presenting these to direct supervisor and to rest of partners for recommendations, remarks and finally for approval and endorsement

- Drafting and keeping regular track and updating of Personnel Timesheets (for the project team staff, or for the working hours of the staff involved in project implementation)

- Overall coordination of project / grant activities implementation following grant procurement – performing and maintaining daily communication – both verbal and written – with project partners, external contractors and other relevant (to project implementation) third parties (if necessary)

- Performing of on-the-spot visits to make sure project activities’ sound, proper and timely implementation. If the case and if necessary, drafting recommendations and / or remarks to project partners related to project implementation potential risks (e.g. delays in activities’ implementation, delays in procurement and contracting leading to overall delay, administrative / bureaucratic challenges and obstacles, etc.) and proposing the relevant mitigation/corrective actions to be taken.

- Forming the composition and coordinating the actions and meetings of Project Implementation Units (PIU), which are working groups directly subordinated to the Senior Project Officer (SPO) and comprise staff from partners’ institutions and representatives from Beneficiary institution

- Follow-up of PIU recommendations, remarks and concerns (if any) regarding overall project status

- Keeping track on overall project progress and indicators of achievement progress and reporting upon request to the direct supervisor

- Elaborating SWOT analysis, as well as project risk management strategies and plans, which comprise: identification of potential risks/shortcomings to project implementation, planning and proposing mitigation measures, designating responsible persons and setting deadlines, etc.

- Monitoring and reporting on project’s technical and financial aspects – elaborating project Progress reports (both technical and financial) – on a quarterly and / or biannual basis (depending on the specific reporting requirements of the Grant Agreement / Funding Programme, or scheme)

- Elaborating project final reports, reviewing final audit missions’ reports, participating and providing assistance to external Commissions performing audit missions, on-the-spot checks and visits and or sudden inspections regarding proper and timely project activities implementation

- Elaborating Terms of Reference (tender documentation for public procurements) for service contracts of different demands and participation in Tender Evaluation Committees

- Reporting of project irregularities and / or fraud suspicion during project implementation to the Project Leader

- Developer of a proposal and following the Award Notification and Grant Agreement signing – a part of the PIU / Secretariat of strategic project “Joint Risk Monitoring during Emergencies in the Danube Area Border” (RISK), financed under the Cross-Border Cooperation Programme Romania- Bulgaria. For further reference: http://www.riosvt.org/en/project-risk166/page/7/

- Project monitoring expert and project implementation team leader for a major investment/supply type project “Strengthening the capacity of the territorial units of Fire Safety and Civil Protection Directorate-General” for reaction in cases of floods”, financed under Operational Programme “Environment”, involving a supply component of specialized fire fighting and rescue equipment and heavy machinery for disasters protection and reaction in cases of large-scale floods

- Project monitoring expert and team leader of project financed under the Asylum, Migration and Integration Fund (AMIF) of the European Union, (With Programme / Grant Operator – The Ministry of Interior) and targeted at the efficient management of heavy migration flow in Bulgaria and the Balkans back in 2016 and the first half of 2017. The measures included in the project are short-term “emergency type”, requiring the deployment of a temporary “village type” zone for hosting and providing adequate living and existence conditions for Third Country Nationals in immediate need for asylum and refuge, as well as in the long-term the project seeks to strengthen and develop a common European Union approach to asylum and migration

- Work under “soft-measures” projects targeted at providing information, trainings and disasters awareness raising campaigns among different target groups of the population for building a disasters resilience culture among the population

- Organization and realization of “Open-Doors Days” and disasters awareness Information Days and other initiatives for the wide public, as well as for specific target groups from the population (youth, elderly, vulnerable social groups).

Civil Protection Directorate-General – Ministry of the Interior (DG CP-MoI)

December 2009 – December 2011

Senior Expert in International Projects and Programmes Department /part of specialized administration staff/public administration sector

Project team leader and coordinator of project SAFEQUAKE “Improving the post-disaster behavior of the population living in urban areas with high seismic risk”, financed under the EU Civil protection Financial Instrument and targeted at raising a seismic-awareness and self-protection behavior among different target groups of the population living in Bulgaria, Romania and Croatia (the project partnering countries) at the occurrence of major and destructive earthquakes. For further reference visit: https://www.igsu.ro/documente/SAEARI/Safe_quake.pdf

Participating in national and international training seminars, workshops, conferences, etc. related to civil protection and disasters prevention, management and protection.

Participating as a member (with voting rights) in project Monitoring Committees and Project Steering Committees (at national and institutional level).

Ministry of Emergency Situations

November 2005 – December 2009

Junior Expert in Coordination of International Projects and Programmes Department

/part of specialized administration staff/public administration sector

Providing expert assistance in projects programming and planning under different financial instruments and grants of the EU (mainly pre-accession – PHARE)

Participation in different international initiatives of the Ministry of Emergency Situations (e.g. trainings, large scale exercises, international conferences and workshops)

Providing expert assistance to the Senior Programme Officer (SPO) and the Program Implementation Unit (PIU) during the implementation and at finalization stage of projects (PHARE) including financial and technical reporting. Secretariat under project PHARE BG 2005/017-684.02

Experience in United Nations Development Programme (UNDP) projects elaboration and implementation

Participation in an emergency relief and recovery (mitigation measures) project for delivery of first-needs supplies to the affected population in Bulgaria during major large-scale floods disaster occurrence in 2005

Performance of clerical and office support tasks related to the overall coordination and tracking of the progress of a specific project / grant’s implementation. For example: communication with project partners, drafting letters and e-mails, files and records description and bookkeeping, data entry record keeping, filing, etc.

Press Center of Movement for Rights and Freedom (political organization)

September 2004 – October 2005

Daily press-reviews, organization of press-conferences, interaction with media

Administrative office assistant – minutes taking, drafting e-mails and letters, records and files bookkeeping, organizing meetings, etc.

EDUCATION

American University in Bulgaria (AUBG) September 2000 – May 2004

Bachelor of Arts - English

Major: English Philology

Minor: Journalism and Mass Media Communications

Americas Bicultural School in Santo Domingo (ABC)

Elementary through high school education

LANGUAGES

Mother tongue Bulgarian

Other Languages English – fluent both written and spoken

Spanish – fluent both written and spoken

Turkish – basic level

OFFICE SKILLS

Experience in administrative / secretarial assistance and overall office and clerical work. Coordinating actions schedules and preparing daily/weekly agendas and reminders, time implementation plans and making follow-up calls and e-mails to track status of compliance and progress of implementation of project / grant activities, checking invoices for accuracy and completeness. Has performed bookkeeping work in compiling, maintaining, classification and description of files and records. Managing large quantity of data, piles of documents, often has worked under demanding schedules and urgent deadlines requiring prioritization of tasks with minimal guidance and / or supervision. Ability to handle multiple assignment and comply with set deadlines

Fluent bilingual (English and Spanish) communication skills, active interaction and working with external clients / international applicants, partners, etc. Interacts in a polite manner with managers, co-workers, project partners and external customers, attentive to detail and precision. Strong contributor in team environments.

Excellent proofreading, word processing and typing skills. Experience in minute-taking and Protocols writing. Strong computer skills with experience in Word, Excel, Outlook.

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