Офіс-менеджер/ка / Office Manager

Українсько-швейцарський проєкт «Розвиток медичної освіти» шукає офіс-менеджера / офіс-менеджерку.

Дедлайн – 4 серпня 2026.

Office Manager of the Ukrainian-Swiss project “Medical Education Development”

DETAILS

Position: Office Manager of the Ukrainian-Swiss “Medical Education Development” project

Location: Kyiv, Ukraine

Job Type: Full time employment (100%) (GDIP)

Reporting to: Financial Officer and Head of the PIU

Application deadline: 4 August 2026

SUMMARY

The Swiss Agency for Development and Cooperation (SDC) mandated the Swiss Tropical and Public Health Institute (Swiss TPH) to implement the Main Phase of the Ukrainian-Swiss Medical Education Development Project in Ukraine.
Ukraine is deploying ambitious reforms in health care and education. This desire for change is supported by several external donors including SDC. This second phase of the project focuses on Medical Education Development for the primary health care sector and the cadres of PHC workers.

In line with the ‘2030 Health Care System Development Strategy’, elaborated by the MoH and the Cabinet of Ministers of Ukraine, and embedded into the SDC Cooperation Strategy 2020 to 2023 for Ukraine, the overall goal of the Medical Education Development Project (MED) is:

Quality of healthcare services, especially on the primary care level are improved due to better medical and managerial education. As a result, primary healthcare providers are more competent, motivated for professional development and for the provision of patient-focused and safe healthcare services.

Expected outcomes are: Outcome 1: Capacities and capabilities of higher education institutions (training family doctors, family nurses, and managers) are improved and assure student-oriented education of higher quality. Outcome 2: PHC personnel have improved competencies and enhanced teamwork capabilities and thus users have more trust and satisfaction. Outcome 3: An enabling policy development and work environment for enhanced medical education and HRH is established. Educators, practitioners, and policy-makers form a learning community adopt good international practices.

In general, Phase 2 (project follow up phase) builds on the foundations that had been laid in Phase 1 (Dec 2018 to June 2023).

For more information about the MED project please visit

https://www.facebook.com/MedEduUkraine/

www.mededu.org.ua

DUTIES

Position Overview:

The Office Manager ensures the seamless day-to-day functioning of the office environment. This role acts as the primary custodian of the physical office space, managing documentation, procurement of supplies, and logistics to support the broader team and the Coordinators, Head of PIU and Financial Officer.

Key Responsibilities:

1. Documentation & Formal Procedures

• Document Management: Maintain the physical and digital filing systems for formal documents (letters and print outs).
• Office Access: Serve as the primary point of contact for office keys, security codes, and access permissions for staff and visitors.

2. Office Coordination

• Communication Hub: Manage high-volume calls and outreach to partners or service providers as requested by the management.
• Meeting Support: Organize the physical setup of the office for meetings, workshops, or visiting delegations.
• Vendor Relations: Liaise with suppliers (water, internet, cleaning services, and stationery vendors).

3. Hospitality and Staff Care

• Welcoming Environment: Serve as the first point of contact for visitors and partners, ensuring they feel welcomed and supported from the moment they enter the office.
• Staff Well-being: Proactively manage the office workspace to ensure it is a comfortable, clean, and organized environment that fosters productivity for the entire team.
• Service Coordination: Act as a dedicated resource for staff needs, from coordinating healthy office snacks and beverages to resolving individual logistical requests for team members.

 Required Qualifications & Skills

• Organizational Excellence: Ability to manage multiple administrative tasks simultaneously without losing track of details.
• Communication: Strong verbal and written communication skills (English preferably and local language).
• Problem-Solving: Proactive approach to office maintenance and logistical hurdles.
• Inclusion Note: This position is open to persons with disabilities. The office is committed to providing necessary workplace accommodations to ensure full participation in these duties.

APPLY

To be considered for this position, candidates must submit:

1. A detailed CV
2. A motivation letter explaining your interest in and qualifications for the position
3. Contact information for at least two professional references who can speak to your relevant experience

Please send the above information to [email protected] with “Office Manager” in the subject line. Only candidates who have been selected for an interview will be contacted.