Administrative Assistant / Помічник(-ця) з адміністративних питань

ESSENTIAL DUTIES AND RESPONSIBILITIES   

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 staff member; receive and send 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 Chief of Party and other senior level staff as requested;   

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

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

• Review and prioritize, as necessary, all correspondences addressed to Program and Chief of Partyr, setting up processes to manage the efficient flow of documents across 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;  

• Coordinate the procurement of office supplies and equipment with the operations/procurement staff. 

• Order drinking water and other essentials for the office; 

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

• Assist in events organization as requested; 

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

• Assist with travel arrangements for program staff; including completion of travel requests forms and trip reports. 

• Keep log of all the staff who are travelling on the shared folder for everybody to see. 

• Take minutes of the departmental meeting. 

• Provide translation between Ukrainian and English and vice versa and provide oral interpretation as necessary: 

• Help design forms and databases for administration and programmatic needs as needed. 

• Assist with any other duties as required by 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. 

Occasional travel to the field to support workshops or similar activities. 

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.

Global Communities is an Equal Opportunity Employer.  All qualified applicants will receive consideration for employment, without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.