Administrative Associate, Сentre for Humanitarian Dialogue

HD has been working in Ukraine since December 2013, establishing dialogue initiatives aimed at introducing comparative expertise and creative ideas into official dialogue processes, and preventing further polarisation between the conflict parties and their respective constituencies.

Administrative Associate

Based in Kyiv, Ukraine
Starting date: January 2020

Reporting to the Project Manager with functional reporting to the Administration and Finance Officer, both based in Geneva, the Administrative Associate will support the Ukraine team and will have the following responsibilities:

• Prepare consultancy agreements, ensure that proper documentation is provided by consultants, check invoices, timesheets and activity reports;
• Check the quality of translations (between English, Russian, and Ukrainian), arrange interpretation for HD’s meetings, and help find new translators;
• Ensure that HD’s rules, policies and internal controls are applied consistently and adequately;
• Follow-up on contracts, invoices and payments to suppliers, including on office and accommodation rental, printing and design of publications, and other matters;
• Prepare documents for payments (bank transfers and cash, working advances etc);
• Support the preparation of budgets and forecasts by providing cost estimates of travel, hotels and other expenses;
• Ensure that expenses are allocated properly according to donor requirements;
• Help with travel arrangements for staff members, consultants and visitors, including flights, visas, accommodation, insurance and expense claims, in liaison with the Logistics Officer, based in Geneva;
• Liaise with Human Resources department in Geneva regarding consultancies and staffing issues (including residence permits);
• Draft correspondences and coordinate logistics for HD events.

Qualifications:

The successful candidate should have:

• At least 3 years of experience in an administrative support function, including finance, accounting and logistics;
• A relevant university-level degree;
• A strong commitment to discretion;
• An understanding of accounting principles;
• Attention to detail, flexibility in assigned tasks and in reassigning priorities;
• Strong written and spoken English, Russian and Ukrainian;
• Experience in working in an international environment, independently as well as in co-ordination with relevant departments;
• Experience in planning meetings and events;
• High flexibility and adaptability to frequent changes;
• Excellent attention to detail;
• Strong Excel skills;
• Strong team spirit;
• Ability to manage challenging workloads.

If you are interested in this position and meet the required qualifications, please send your resume (maximum 2 pages) with a short cover letter by 6 January to [email protected].