Administrative Assistant / Помічник(-ця) з адміністративних питань

Global Communities, formerly CHF International, is an international non-profit organization that works closely with communities worldwide to bring about sustainable changes that improve the lives and livelihoods of the vulnerable. Global Communities is responding to the crisis in Ukraine, delivering humanitarian assistance through a community-led response. Global Communities’ response is designed with the goal of saving lives, reducing suffering, and addressing urgent needs while supporting communities to lead their own response and setting them up for recovery.  

Global Communities is seeking a qualified Receptionist/Administrative Assistant. 

ESSENTIAL DUTIES AND RESPONSIBILITIES   

The Receptionist / Administrative Assistant will provide on-going administrative support to the administrative and technical staff. Responsibilities include travel arrangements, arranging meetings, taking minutes of regular staff meetings, assisting in the logistical coordination of events, conferences, and seminars, research, and other tasks as assigned. He/she will also manage the phones, receive visitors, maintain communication logs, and office space. 

SPECIFIC RESPONSIBILITIES:  

• Manage day-to-day operations of the office including answering calls, greeting visitors, and directing them to the appropriate DOBRE staff member; receiving and sending out correspondence; 

• Ensure that the reception area is never left uncovered and telephone calls are never left unanswered; 

• Maintain the office meetings calendar, notify staff about new meetings/events scheduled if needed; 

• Plan and schedule meetings and appointments for the Chief of Party and other senior level staff as requested;   

• Develop and maintain an organized filing system for Program correspondence as requested by the Deputy Chief of Party; 

• Maintain and timely update employees and project’ counterparts’ contact list; 

• Review and prioritize, as necessary, all correspondence addressed to DOBRE and Chief of Party, setting up processes to manage the efficient flow of documents across the CoP desk;  

• Maintain office supplies inventory by checking stock to determine inventory level; anticipate needed supplies; submit purchase requests for office supplies in a timely manner;  

• Order drinking water and other essentials for the office; 

• Manage cleaning staff to ensure office premises are maintained at a professional level;  

• Translate documents and interpret as necessary; 

• Assist in events organization as requested; 

• Coordinate logistical arrangements for visitors, including hotel reservations, airport/railway station pick-ups and drop-offs, and preparation of visitor welcome packets; 

• Assist with travel arrangements for program staff; and 

• Assist with any other duties as required by the Supervisor.  

QUALIFICATIONS  

• Ability to work in a multicultural context as a flexible and respectful team player.   

• Demonstrated customer service and reception skills.   

• Demonstrated computer and typing skills; Excel and Word skills are essential.  

• Strong organizational and communications skills. 

EDUCATION and/or EXPERIENCE   

Bachelor’s degree and at least six months of office experience.  

LANGUAGE SKILLS    

Professional proficiency in written and spoken English, and Ukrainian and/or Russian. Must be able to read and interpret documents, and communicate with others as necessary to perform job duties effectively.    

WORKING CONDITIONS   

Able to sit at a computer and operate a keyboard, for extended periods of time. 

 Interested candidates are asked to send CVs and Cover letters to [email protected] as soon as possible, indicating position title in the subject line. Interviews will be conducted on a rolling basis. Position is open until filled.