Office Manаger, Stariy Sambir

JOB TITLE: Office Manager, Stariy Sambir 

1. ESTIMATED PERIOD OF PERFORMANCE/LEVEL OF EFFORT: Long-term

• BACKGROUND: The five-yeаr USAID Democratic Governance East Activity (DG East) aims to strengthen the connection and trust between citizens and their government in eastern Ukraine by promoting an inclusive civic identity, common civic values, and a unified Ukraine by addressing the divisive impacts of Russia’s aggression, cases of far-right Ukrainian nationalism, and the consequences of ongoing armed conflict through increased citizen participation, improved service delivery and more responsive governance. DG East’s methodology is to (1) develop greater acceptance of a shared civic culture based on common values and understandings, and (2) increase participation to improve Ukraine’s governance and reform processes and help to resolve community problems. DG East activities are implemented across two project offices in Stariy Sambir and Kyiv. This position is assigned to the support the Stariy Sambir office as described below.

1. JOB SUMMARY: The Office Manager will be responsible for supervising general office administration, supporting human resource management, and leading the daily needs of office operations, including administrative procurements, various documents drafting and other administrative responsibilities for the project.

1. REPORTING: This position reports to the Regional Director.

1. PRINCIPLE DUTIES & RESPONSIBILITIES: 
   • Supervise general office administration, human resource support, and the daily needs of office operations, including administrative documents drafting and other administrative responsibilities.
   • Initiate and coordinate cooperation between offices and other administrative support and technical staff as needed.
   • Submit operational expense projections to the Finance Manager in Kyiv.
   • Manage the petty cash account for the Stariy Sambir office.
   • Monitor administrative activities and ensure that project practices are in line with the policy manual and security procedures.
   • Responsible for compliance with project Safety and Security Plan, including following and updating required protocols, obtaining security-related information from relevant authorities (e.g., Chemonics headquarters, DG East Kyiv office, national, regional, and local government authorities) and disseminating this information, as necessary, to project staff, the project Chief of Party and Deputy Chief of Party; as well as serving as security point of contact for traveling staff.
   • Collect employee references and biodata verification documents from potential short- and long-term labor, and prepare biodata verification packages for staff as assigned.
   • Ensure all timesheets are filled out correctly by the assigned staff.
   • Making hotel and flight reservations for local and international staff, and consultants engaged as operational STTA, as well as consultants traveling to and within Ukraine.
   • Assist with maintenance of project electronic and hard copy filing system, as well as operational procurement procedures, including preparation and administration of tenders, identification of vendors, collection of price quotes, and documentation of the procurement process for all files originating in the Severodonetsk office.
   • Support accounting and maintenance of project property.
   • Ensuring IT and office equipment and furniture in the office of Staryi Sambir operates efficiently and the office internal and external infrastructure remains functional, coordinate repair or replacement, as necessary.
   • Procuring office supplies, greeting and assisting visitors, and scheduling meetings and events.
   • Prepare and verify project vehicles and taxi drivers’ logs.
   • Other duties as assigned, including providing coverage to other DG East offices at times of increased activity or staff absences in other offices.

• SUPERVISORY RESPONSIBILITIES: Supervises assigned Administrative Assistant and Driver.

• DUTY STATION: This position will be based in Staryi Sambir, Ukraine with the possibility of change in depending on the security situation in Ukraine

1. TRAVEL REQUIREMENTS: Ability to travel throughout Ukraine when requested is required.

1. QUALIFICATIONS:

• Bachelor’s Degree in a relevant field
• At least (3) years of relevant office administration, bookkeeping, financial management, program management, HR management, and/or accounting experience required, with preference for USAID-funded administrative experience.
• Demonstrated knowledge of all aspects of office administration.
• Ability to work independently with minimal supervision, to prioritize multiple assignments in a fast-paced environment, to meet deadlines, and to exercise good judgement that reflects positively on the DG East program.
• Ability to effectively use computer software. Demonstrated high proficiency with Excel spreadsheet applications is required.
• Fluent Ukrainian and Russian required and fluent English strongly preferred.

APPLICATION INSTRUCTIONS:

Interested and qualified candidates should send their CV to [email protected]  with Office Manager listed in the subject line by September 14, 2022. Candidates must ensure that CV does *not* include a photograph, date of birth and/or marital status information.

No telephone inquiries, please. Candidates will be considered on a rolling basis, and only finalists will be contacted.

Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.