Аdmіnіstrаtіоn Officer

USAID Economic Resilience Activity (ERA) was designed to foster Ukrainian economic resilience in the face of Russia`s invasions. ERA supports displaced businesses and persons, and the newly liberated areas of Ukraine, to rebuild their lives and livelihoods and capitalize on entrepreneurial opportunities; and local institutions to rebuild a resilient post-war economy. Also, ERA is now one of the implementers of a U.S. government interagency Agricultural Resilience Initiative (AGRI) to bolster Ukrainian agricultural production and exports and to help alleviate the global food security crisis exacerbated by Putin`s brutal war on Ukraine, and USAID`s Economic Stability and Recovery Initiative (ESRI), focusing on keeping and creating jobs and helping small and medium-sized enterprises (SMEs) survive and grow.

ERA`s objective is to improve Ukraine`s economic resilience in response to Russia`s aggression, including the expanded invasion that began on February 24, 2022, which has disrupted critical market linkages, catalyzed the economic decline of previously dominant industries, and caused massive population disruption. ERA`s focus is to support Ukrainians forced to flee eastern Ukraine.

The activity aims to improve Ukraine`s economic resilience, specifically those Ukrainians impacted by Russia`s expanded invasion, by accomplishing the following objectives:

1) provide assistance to stabilize the economy of Ukraine;

2) support the sustainable development of micro, small and medium enterprises (MSMEs); and

3) build confidence in the future of the Ukrainian economy.

About the job

The Administration Officer is responsible for providing day-to-day administrative and logistical support to ERA technical and operational staff and consultants. The Administration Officer will organize and coordinate office administration procedures, in order to ensure organizational effectiveness, efficiency, and safety. The Administration Officer is responsible for developing communication protocols, streamlining administrative and logistics procedures, inventory control. The Administration Officer reports to the Senior Operations and Finance Manager and is based in Kyiv.

RESPONSIBILITIES:

Kyiv Office Management and Inventory:

• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that administrative functions are properly assigned and monitored.
  • Responsible for ensuring that project property is well-maintained, kept clean, used solely for intended official purposes, and used in accordance with terms and conditions of lease or rental agreements.
  • Ensure that office lease agreement is kept in its appropriate file location according to the Project Record Map, and that requests for payments are submitted promptly to the Finance department.
  • Maintain relationships with the landlord, office building management, and vendors or suppliers who provide administrative and/or operational project support.
  • Support receipt and timely distribution of mail by Nova Poshta, DHL and other courier services to responsible project staff.
• Support onboarding for new staff on administrative procedures and advise current staff on any changes in the ERA administrative procedures.

• Keep the inventory log up to date and accurate, make sure all asset items are labeled properly and in time. Perform inventory reviews annually.

Project Events Coordination:

• Responsible for making hotel, airline, ground transportation arrangements for the project staff and consultants.

• Coordinate travel/logistics arrangements and maintain project travel schedule; ensure all records are properly documented in files and on the DAI TAMIS.
• Provide arrangements, with close cooperation with the procurement department, for project workshops, training events, STTAs, and other logistical needs as required.
• Manage logistics and administration processes, ensuring DAI and USAID rules and regulations are followed transparently.
• Coordinate working schedules with ERA project driver in Kyiv.

• Maintain working relations with relevant stakeholders including providers of events logistics services, transportation companies, courier services. Ensure smooth logistics and event organization upon request.

Petty Cash Maintenance:

• Make Petty Cash transactions supporting them with respective documentation as per the project policy.
• Keep the PC log and submit it to the accountant on a regular basis.

• Follow and maintain procedures to ensure accurate and timely payments, including reimbursement of expenses for staff (taxi, mobile phone, miscellaneous).
• Maintains procedures to ensure accurate and timely reconciliation of petty cash log.
• Ensure areas that project practices and procedures are fully aligned with the project policies, advise management with options and recommendations on improvements.

About you

• Bachelor’s degree from a reputable university.
• Must have English and Ukrainian language proficiency, verbal and written.
• Demonstrated excellent interpersonal, managerial, organizational, and detail-orientation skills.
• Ability to work on own initiative/proactive attitude and have strong skills in teamwork.
• Ability to respond effectively to time-sensitive demands and inquiries.
• Proficiency using Microsoft office suite, and other relevant software.
• Experience of work in international NGOs, and donor-funded projects would be preferable.
• Demonstrated strong problem-solving skills as well as exceptional customer relations.

WE OFFER

Contract length: 12-month employment agreement with a possibility of extension.

Benefits: all benefits envisaged by the Labor Code of Ukraine, corporate medical insurance for employees and immediate family members.

Start date: May 2023

Application process

All applicants must send a cover letter and updated CV (no longer than four pages) in English to [email protected]

Closing date for applications: April 30, 2023.

For further information about DAI GLOBAL LLC, please consult our website dai.com.