Administrative Assistant / Асистент (-ка) з адміністративних питань

GC has recently launched its Community-Led Emergency Action and Response (CLEAR) program in Ukraine’s Chernivtsi and Chernihiv Oblasts, with the generous support of USAID’s Bureau of Humanitarian Assistance. This program is designed with the goal of saving lives, reducing suffering, and addressing needs while supporting communities to lead their own response. To that end, CLEAR will partner with local CSOs to implement humanitarian projects that address protection, shelter, or water, sanitation, and hygiene (WASH) needs in their communities.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The Administrative Assistant will provide on-going administrative support to the administrative and technical staff. Responsibilities include travel arrangements, arranging meetings, taking minutes of regular staff meetings, assisting in the logistical coordination of events, conferences, and seminars, research, and other tasks as assigned. He/she will also manage the phones, receive visitors, maintain communication logs, and office space.

SPECIFIC RESPONSIBILITIES:

• Manage day-to-day operations of the office including answering calls, greeting visitors, and directing them to the appropriate CLEAR staff member; receive and send out correspondence;
• Ensure that the reception area is never left uncovered and telephone calls are never left unanswered;
• Maintain the office meetings calendar, notifiesy staff about new meetings/events scheduled if needed;
• Plan and schedule meetings and appointments for Chief of Party and other senior level staff as requested;
• Develop and maintain organized filing system for Program correspondence as requested by the Deputy Chief of Party;
• Maintain and timely update employees and project’s counterparts contact list;
• Review and prioritize, as necessary, all correspondences addressed to CLEAR and Chief of Party, setting up processes to manage the efficient flow of documents across CoP desk;
• Maintain office supplies inventory by checking stock to determine inventory level; anticipate needed supplies; submit purchase requests for office supplies in a timely manner;
• Order drinking water and other essentials for the office;
• Manage cleaning staff to ensure office premises are maintained at a professional level;
• Translate documents and interpret as necessary;
• Assist in events organization as requested;
• Coordinate logistical arrangements for visitors, including hotel reservation, airport/railway station pick-ups and drop-offs, and preparation of visitor welcome packets;
• Assist with travel arrangements for program staff;
• Assist with any other duties as required by Supervisor.

QUALIFICATIONS:

• Ability to work in a multicultural context as a flexible and respectful team player. 
• Demonstrated customer service and reception skills. 
• Demonstrated computer and typing skills; Excel and Word skills are essential.
• Strong organizational and communications skills.

EDUCATION and/or EXPERIENCE:

Bachelor’s degree and at least six months of office experience.

LANGUAGE SKILLS:

Professional proficiency in written and spoken English, and Ukrainian and/or Russian. Must be able to read and interpret documents, and communicate with others as necessary to perform job duties effectively.  

WORKING CONDITIONS:

Able to sit at a computer and operate a keyboard, for extended periods of time.