Operations Coordinator/ Координатор (-ка) з операційної діяльності

Who We Are

 At IREX we strive for a more just, prosperous, and inclusive world—where individuals reach their full potential, governments serve their people and communities thrive.

But around the globe, persistent poverty, repression, and injustice prevent too many people form achieving their full potential.  To address these problems, we focus on people, not on vaccines, roads, or wells. We support individuals and institutions to create change in their own communities—and to create person to person bridges between nations.

IREX works with partners in more than 100 countries in four areas essential to progress: cultivating leaders, empowering youth, strengthening institutions, and increasing access to quality education and information.

IREX in Ukraine seeks a qualified Operations Coordinator, who will contribute to the effective running of the IREX office by carrying out variety of administrative tasks and will also provide general office support functions such as reception and office maintenance, maintain office supplies stock, travel logistics support to senior management and tracking driver log. The Operations Coordinator will also provide administrative and operations support to the HR Manager on request. Performs additional duties and tasks to meet the needs of the organization, team, or as assigned by supervisor.

 Are you the next member of our team?

Your Background & Skills

• Bachelor’s degree in administration, human resource management or related field;
• Minimum of 2 years’ relevant work experience.
• Experience working in a non-profit organization preferred;
• Understanding of and interest to reforms processes in Ukraine;
• Demonstrated customer-service orientation;
• Demonstrated proficiency with Microsoft Office (Outlook, Word, PowerPoint, and Excel)
• Excellent attention to detail and strong organizational skills including time management, ability to prioritize multiple tasks in a fast-paced working environment, and ability to remain flexible while adhering to strict deadlines..
• Fluent in Ukrainian and Russian languages.
• Excellent verbal and written communication skills;
• Good command of English Language is preferred.

Your Daily Tasks

• Respond and provide basic information to general inquiries;
• Make sure general use equipment are serviced on time (e.g. Xerox, printers);
• Maintain stock of all office supplies and order new supplies when need arises;
• Coordinate with offsite storage facility for timely pick up of boxes as well as requesting and updated tracking list as necessary;
• Coordinate with office cleaner regarding her schedule or additional requests;
• Maintain outgoing mail registry;
• Maintain registry of office access cards, order cards for new staff, when necessary, – contact office facility security service when needed, coordinate staff and guests admission
• Contact with office facility administration on office maintenance issues, repairs, etc;
• Collect and ship correspondence;
• Translate documents Ukr-Eng, Eng-Ukr on request;
• Submit and control regular office operations vendors – taxi, shipment, outsource storage facility;
• Serve as contact point for shipment vendor – order client cards for new staff, etc.;
• Travel logistics for staff and senior management and also for conferences/trainings;
• Tracking driver and office cleaner log;
• Support the Supervisor in event, staff retreats, conferences, organizations.
• Support the Supervisor in inventory management.
• Coordinate timely monthly payments to suppliers and consultants.
• Contacting landlord on office maintenance issues.
• Handling small operations related to procurement and contracting.
• Compile and process employee documentation and records, and keep the employee database up to date (online and physically with personal file)
• Support HR Manager with the administration of documents in accordance with the legislation and internal policies of the IREX (such as but not limited to hiring, firing, transferring, etc.)
• Ensuring the confidentiality of personal information of employees and confidential information belonging to the Organization
• Other duties as assigned.

 IREX will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990, and the Americans with Disabilities Act Amendments of 2008.

We conduct background checks on all successful candidates.

This position is eligible for Telework.

This position is not eligible for Immigration Sponsorship. 

NO PHONE CALLS PLEASE

EOE – Equal Opportunity Employer

We are an equal opportunity employer with a commitment to diversity.

All individuals, regardless of personal characteristics, are encouraged to apply. AA/EOE/M/F/Vet/Disabled

Interested candidates are asked to send CVs and Cover letters to [email protected] as soon as possible, indicating position title in the subject line. Interviews will be conducted on a rolling basis. Position is open until filled.