Administrative Аssistant – Community Action for HIV Control

Pact Overview

At the heart of Pact is the promise of a better tomorrow. A nonprofit international development organization founded in 1971, Pact works on the ground in nearly 40 countries to improve the lives of those who are challenged by poverty and marginalization. We serve these communities because we envision a world where everyone owns their future. To do this, we build systemic solutions in partnership with local organizations, businesses, and governments that create sustainable and resilient communities where those we serve are heard, capable, and vibrant. Pact is a recognized global leader in international development. Our staff have a range of expertise in areas including public health, capacity development, governance and civil society, natural resource management, poverty, fragile states, monitoring and evaluation, small-scale and artisanal mining, microfinance and more. This expertise is combined in Pact’s unique integrated approach, which focuses on systemic changes needed to improve people’s lives.

Programs – Pact strives for a world where all people are heard, capable, and vibrant. The Programs Team helps realize this objective by bridging program management, technical support, and business development, enabling Pact to achieve its global strategy. We ensure program excellence through continuous learning, monitoring and evaluation and provide organizational and industry-wide thought leadership by leveraging a complementary set of cross-functional, multi-disciplinary skills, expertise, and experiences. The Programs team: influences progressive change through the development and implementation of global and regional strategies and business plans; supports advancement of innovative solutions; pursues new business opportunities; and drives effective internal and external engagement to maximize Pact’s impact across the globe. Across all aspects of its role, the Programs Department adheres to and promotes a culture of inclusion, accountability, and respect.

Pact is implementing a USAID-funded project Community Action for HIV Control. The project goal is to accelerate Ukraine’s efforts to achieve HIV epidemic control by 2030 by improved prevention, testing and linkage to care among key and priority populations. Under supervision of the Operations & HR Manager, the Administrative Assistant will support project team in the daily administrative and operational needs.

• Handle calls and electronic communications, and routing messages and information to appropriate individuals for Pact’s three projects: CAHC, Wings, and WoU
• Make appointments and maintain calendar schedules
• Keeping supplies in stock, making sure that office facilities are clean, orderly and safe
• Regularly audit office inventory, update and maintain administrative and office supplies files
• Assist Operations&HR Manager with semi-annual inventory report and field assets reports
• Provide maintenance necessary to obtain a high quality of production and the most useful service life of office equipment. e.g water dispensers, fridges
• Assist Operations&HR Manager, as needed, with recruitment and personnel administration
• Assist and actively participate in organization of the project’s events, workshops
• Support the coordination of travel/logistics arrangements and maintain project travel schedule.
• Participation in procurement process: review incoming procurement requisitions to ensure accuracy, conduct market research, identify and qualify potential suppliers, assist in drafting and publishing the RFQs, RFPs etc
• Monitor and track procurement activities and delivery status of goods/services;
• Greet  visitors as they enter/exit the office in a professional manner and escort them to their appointment meetings when necessary
• Maintain/update staff telephone list, emergency contact information, organization chart and group email list
• Make conference room bookings on an as needed basis
• Management of petty cash, expense data entry and tracking
• Any other activities assigned to, and agreed to, with the Chief of Party and Operations&HR Manager

• Bachelor’s degree or higher degree (Undergraduate degree could be accepted on exceptional basis)
• Fast learning, initiative, attentive to details candidate with good time management skills and ability to work in multi-cultural environment
• Good writing, reading, and speaking skills in Ukrainian/Russian
• Basic writing, reading, and speaking skills-in English
• Excellent verbal and written communication and interpersonal skills
• Proficiency using Microsoft office and other relevant software
• Ability to multi-task and prioritize tasks

• Excellent organisational skills
• Demonstrated ability to deal – independently and as a team member – with a wide range of people, situations and languages
• Excellent inter-personal skills and ability to work collaboratively on a wide range of issues
• Pro-active, fast-thinker, and able to work with minimal supervision