Адміністративний/а асистент/ка

NIRAS is looking for an Administrative assistant for Swiss-Ukrainian Ukraine’s Cohesion and Regional Development project.

Duration of assignment: 15.02.2023-15.02.2024 with the possibility of extension
Location: Kyiv, Ukraine
Expected start date: 15th of February 2023

Description of the assignment context

The Ukraine’s Cohesion and Regional Development (UCORD) is a Swiss-Ukrainian project implemented by NIRAS Sweden AB with the support of Switzerland.

The overall goal of the project is that citizens, businesses and public authorities contribute to and equally benefit from effective and coherent regional development that fosters improved quality of life, resilience, peace and social cohesion in Ukraine.

The project consists of three components: 1) Support to Regional Development Agencies, 2) Improved public services delivery with a focus on environment, 3) Social cohesion through culture.

Assignment

Administrative assistant will provide administrative and logistics support to our team, assist in daily office needs, manage travel and communication with the project counterparts, perform other general administrative activities.

Tasks

• Ensure efficient flow of administrative documents (contracts, invoices), its accessibility and archiving.
• Ensure systematisation of the work flow as a support to a Team Leader and other team members.
• Organise and coordinate different types of events such as study visits, info-sessions, conferences etc.
• Support with development of the internal project manuals and workflow planning.
• Provide assistance in quality management of the project business processes.
• Provide office support at the project office in Kyiv and make sure that offices’ operations run smoothly and efficiently.
• Plan trips, accommodations and lodging for the project team.
• Provide assistance in procurement of local providers for logistics and conference management, their coordination and quality check of their work.
• Perform translation and interpretation from English to Ukrainian and vice versa.
• Other project tasks.

 Qualifications

• A Bachelor University degree in relevant area.
• Minimum of 4 years of proven experience as an Administrative assistant.
• Proven record of making travel and meeting arrangements as well as other logistics tasks.
• Knowledge of office management systems and procedures.
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem solving skills.
• Excellent written and verbal communication skills in Ukrainian and English.
• Strong organizational skills with the ability to multi-task.
• Self-organisation and good time management.

Evaluation of response & selection

Interested applicants should send their proposals to NIRAS no later than January 23d, 2023 9 a.m. Kyiv time.

Applicants must be independent and free from conflicts of interest in the responsibilities defined by the Terms of Reference.

The proposal should contain the following documents:

1. a) A short explanation of the applicant’s suitability for the assignment (maximum one A4-page)
2. b) Up-to-date CV indicating relevant experience and qualifications, indicating at least three contact references.

The proposal should be submitted in English.

The Administrative assistant will be selected based on the expert’s competence and suitability – based on the requirements described above. Only short-listed candidates will be contacted to be followed by an interview with selection panel.

Proposals and questions should be sent by email to: [email protected].