Operations Officer – Одеса

Ukrainians only

Length of Time: November 1, 2022 – July 2023
Location: Odesa

ORGANIZATIONAL OVERVIEW

FHI 360 is a US-based NGO dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions.   FHI 360’s Crisis Response team is responding to the humanitarian emergency with the 12-month Ukraine Humanitarian Assistance Response Program (UHARP), providing integrated health and protection programming focused on decreasing morbidity and mortality among the war-affected population.  For more details, visit our website: www.fhi360.org.

 KEY RESPONSIBILITIES AND DELIVERABLES

•Oversees cleanliness and upkeep of the office and guesthouse environment through close supervision and management of the housekeeping and maintenance staff.   Keeps office/ reception area in an orderly appearance and functioning manner. 

•Maintains furniture inventory, verification and tagging of office furniture and admin equipment and ensures all furniture items are in good shape.

•Maintains inventory levels of office supply cabinets and kitchen supplies, assuring order and accessibility. Places orders for business cards and visitor ID badges in consultation with HR and Security. 

•Receives, logs and distributes any incoming and outgoing packages; office deliveries. 

•Participates on the committee responsible for locating and securing new office and guest house premises and helps negotiate and prepare lease documents. Maintains the files for all lease documents and amendments, and alerts management well in advance of lease expiry. 

•Tracks and ensures the timely payment of all office rent and utilities bills.

•Supports arranging of seating and desk assignments and office layout.

•Maintains conference room schedules and supply/equipment sign-out logs. Liaises with Information Technology for appropriate telephone and computer issues (e.g. capability for visitors). 

•Arranges travel including trains bookings and updating travelers on schedules in a timely manner. Arranges hotels and venues bookings for staff and events and provides support to office visitors. 

•Ensures adherence to FHI 360’s phone policy and administers monthly credits. Updates, maintains, and distributes appropriate telephone staff directory(s). 

•Any other duties as assigned by your supervisor.

 Requirements 

• Strong interpersonal skills and display evidence of good leadership and influencing skills.
• Ability to interact professionally with culturally and linguistically diverse staff and clients.
• English fluency required.
• Excellent written and oral communication skills and be comfortable participating both as an effective contributor and a listener in group settings which include senior staff.
• Well-organized, resourceful, effective and efficient at coordinating multiple resources to get things done and must have proven track record of successfully working on multiple tasks at once and foresees and plan around obstacles.

 Experience/Education:

• Bachelor’s Degree or its International Equivalent in Business Administration, Communications, Economics, Human Development and Social Studies or Related Field.
• Typically requires a minimum 3-5 years in project management, administrative assistance, or government affairs. 
• Desired prior work experience in a non-governmental organization (NGO), government agency, or private company of progressive program management experience in humanitarian assistance or related industry experience in a relevant technical area.

Please email your CV and cover letter to ODranova@fhi360.org with ‘Operations Officer’ in the subject line. Applications submitted in English will only be considered.