Вакансія: USAID SOERA seeks Administrative Assistant

Deloitte is seeking candidates for the position of Administrative Assistant in support of USAID/UKaid SOERA. The position is office full-time and will be based in person in Kyiv, Ukraine. 

Project Background and Summary:

The purpose of Ukraine SOERA is to strengthen public sector business operations and transparency, improve governance and oversight, advance privatization of selected SOEs, and develop a strategic management model for enterprises remaining in state ownership. Smart SOE reform and targeted privatization in Ukraine will increase private sector participation, stimulate broad-based economic growth, and reduce corruption. During the war and Ukraine’s recovery, SOERA is prioritizing support to maintain critical public services to citizens, support relocation and resilience of public infrastructure and facilities, enhance strategic communications to the public and external stakeholders, and help plan and execute effective, efficient, and accountable reconstruction.  

Objective: 

The Administrative Assistant role ensures efficient office operations, including office, supply assistance, maintenance, and travel logistics, in alignment with SOERA’s operational standards. By collaborating with HR, Procurement, and Finance, this role facilitates effective office assistance, travel coordination and compliance with regulations. This role supports ensure that SOERA’s operations in Ukraine run seamlessly. The Administrative Assistant reports directly to the Office Manager and will work with support from the SOERA Field-Office operations team.

Responsibilities:

Office Management:

• Assist in facilitating the smooth flow of routine office management 
• Assist in managing office supplies, maintenance monitoring, and the procurement of small items and equipment for office spaces efficiently. This involves overseeing supplies, scheduling maintenance, and procuring essential equipment efficiently.
• Support coordination travel arrangements for newcomers and visitors, which includes meeting people and bookings, hotel reservations, and other travel logistics to/from office base.
• Assist in in the management and tracking for office spaces and accommodation, ensuring compliance with organizational standards and local regulations. 
• Day-to-day supervision of property management including cleaners, and office maintenance. Ensure the office and compound are clean and maintained at a routine schedule
• Assist during big meetings in the office e g stationery distribution, order / preparing tea, coffee etc
• Other tasks as assigned

General and Travel Administration:

• Ensure proper management and coordination of SOERA staff travel arrangements: transport tickets and accommodation booking.
• Coordinate closely with HR, Procurement, and Finance teams on issues that may need collaboration in terms of business travel of SOERA employees.
• Actively participate in maintaining the administrative data, ensuring timely updates and accuracy
• Translation of any program or office documentation, as required
• Assist in training facilitation to all support staff to ensure the smooth, uninterrupted implementation.
• Maintain regular contact with Operations Team, facilitating necessary documentation and information flow.

Collaboration & Reporting:

• Work in close collaboration with the Office Manager and Operations Team to ensure alignment between administrative activities and organizational objectives.

Minimum Requirements:

• A master/bachelor’s degree in Business Administration, Office Management, or a related field
• Minimum 1-year experience with office administration or facilities management
• Proficient in office management software (e.g., MS Office Suite) and database.
• Excellent computer skills (MS Office: Word, Excel, Power Point), Internet 
• Previous experience in assisting administrative positions is preferable
• Good organizational and multitasking abilities.
• Strong interpersonal and communication skills.
• Problem-solving attitude and the ability to work under pressure.
• Ukrainian as a mother tongue. English A2/B1.
• Ability to draft clear and concise reports, presentations, and admin documentation.
• USAID program experience preferred. 

Benefits Package:

• 24 calendar days of Paid Time Off (PTO)
• 13 public holidays per year
• Medical Insurance for SOERA staff and dependents 
• Potential for regional and international travel with expenses compensated at USG rates
• Military reservation is possible and granted if you are on a relevant military register
• End-of-project bonus: one month’s salary per every year of service

Candidates are requested to send a CV, cover letter and 2-3 professional references to [email protected] no later than September 5, 2024. Please indicate the following in the subject field of the email: “SOERA Administrative Assistant – Application”. Only shortlisted candidates will be invited for an interview.