Асистент/ка з адміністративної діяльності

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse, and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

The Department / Team

Operations Department provides key support to the entire country program in procurement, asset management, warehouse management, fleet management and facilities & office management for successful program implementation.

General provisions

The Administrative Assistant is appointed to the position and dismissed from it by order of the Head of the Representative Office on the proposal of the manager of the department.

In its activities, the Administrative Assistant is guided by the Constitution of Ukraine, laws of Ukraine, resolutions of the Verkhovna Rada of Ukraine, decrees and orders of the President of Ukraine, resolutions and orders of the Cabinet of Ministers of Ukraine, the charter of the representative office, regulations of the Department, internal labor regulations and other regulations, as well as this Description.

The Position

Administration Assistant supports facilities and office management functions at the site, and ensures compliance with field relevant policies and procedures, with substantive support from the Administration Officer.

Essential Responsibilities

• Assist Administration Officer in facilitating the smooth flow of routine facilities and office management of the Mercy Corps office.
• Ensuring the necessary traffic of correspondence between the MC offices.
• Assist in the management of assets, office accessories and supplies.
• Create trip plans for drivers in the city and out of town.
• Must have a clear understanding of all policies and support needs; must be able to help facilitate training to all support staff to ensure the smooth, uninterrupted implementation of all MC programs.
• Ensure the office and compound are clean and maintained at a routine schedule.
• Translation of any program or office documentation, as required.
• Ensure proper management and coordination of staff travel arrangements including accommodation, transport, security, visas.

Conduct themself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.

Supervisory Responsibility

Assist the Administration Officer in supervising the following staff: Cleaners.

Accountability

Reports Directly To: Administration Officer

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills

• Minimum 2 years’ experience with office administration or facilities management.
• Excellent computer skills are required.
• Must be an independent thinker and have strong organizational skills.
• Demonstrated experience scheduling.

Fluency in English, Ukrainian and Russian is required.

Success Factors

The successful Administrative Assistant will assist admin and facilities & office management tasks in delivering successful programs while demonstrating excellent stewardship of donor funds and compliance with Mercy Corps and donor regulations. They will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel both in a managerial and training capacity while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. The most successful Mercy Corps staff members have a solid commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.

Please, apply: Administrative Assistant (Odesa) | Mercy Corps Ukraine (ultipro.com)