Адміністративний асистент/ка команди старшого керівництва

Будь ласка, надсилайте свої резюме: Executive Assistant to the Senior Management Team in Kyiv | Mercy Corps Ukraine

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse, and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

The Program Summary

Ukraine has been at war since February 2022, and civilians continue suffering from air attacks on infrastructure, challenging economic situations, and their personal challenges as leaving everything behind and moving to safer places. Thus, the strategy of Mercy Corps Ukraine focuses on providing humanitarian assistance, as well as economic opportunities for war-affected Ukrainians.

Mercy Corps supports conflict-affected populations with swift and sustained humanitarian assistance and community-driven investments that strengthen local partnerships, promote economic resilience and innovation, and build a more just and inclusive society.

The role aims at providing administrative, logistical support to the Senior Management Team, as well as lead a range of special projects identified by the Country Director. 

The Position 

The Executive Assistant provides support to the SMT during regular meetings, assists with logistical issues and leads the implementation of special projects.

Essential Responsibilities

Safeguarding Responsibilities

• Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.
• Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.
• Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options.

Main Responsibilities

• Provide administrative and logistical support to the Ukraine Country Director.
• Organize meetings on behalf of the Ukraine Country Director, maintain their calendar up to date.
• Provide verbal and written translation for meetings, short e-mails, statements, etc. when requested by the Country Director.
• Provide assistance with preparing official correspondence by Country Director and Deputy Director, maintain a log of such correspondence.
• Organize in-country and international travel arrangements for the Country Director, including bookings, accommodations, visas, and tickets.
• Prepare financial documents, expense reports, other documents requiring reviews/approvals by the Regional Director or finance.
• Support preparation of presentations and talking points for meetings/public events: collecting the needed information from relevant team members, work with the communications team to ensure proper branding and translation (when needed).
• Ensure the implementation of the SOP on various consultative/information sharing meetings within the country program: SMT, ASMT, ESMT, office stand up meetings, all staff meetings: maintain up to date lists of participants, ensure notes are taken, shared and stored appropriately.
• Set up SMT and all staff meetings and collect inputs for the agenda; maintain notes of the SMT meetings and log of action points resulting of all staff meetings.
• Follow up with relevant team members on action points resulting from SMT and all staff meetings.
• Manage the SMT filing system on SharePoint.
• Keep up to date the SMT leave and travel calendars as well as the events calendar for the country team.
• Support special projects, such as organizing advocacy trips by SMT members, partners and other stakeholders within and outside of Ukraine; establishing a market place for products produced by partners; forming gift baskets, etc. 
• Conduct themself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission

Obligation

Executive Assistant is responsible for the quality and timely execution of the assigned tasks of the manager; following the rules of internal labor regulations, tasks and duties assigned by this Instruction.

Supervisory Responsibility None

Accountability

Reports Directly To: HR Director

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills

• Minimum 2 years’ experience with administrative assistance. 
• Excellent interpersonal skills are required.
• Excellent computer skills are required.
• Must be an independent thinker and have strong organizational skills. 
• High level of attention to details is required.
• Fluency in English and Ukrainian is required.

Success Factors

The successful Executive Assistant will be good at coordinating admin tasks to provide all the necessary support for the successful daily operation of the SMT office. They will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel while demonstrating the ability to multi-tasking, meeting deadlines and adapting as needed. The most successful Mercy Corps staff members have a solid commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

Living Conditions / Environmental Conditions

During the field trips living conditions will be adjusted to the field conditions.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient, and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development.   

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

 We recognize that diversity and inclusion is a journey, and we are committed to learning, listening, and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

 We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination based on race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. By applying for this role an applicant confirms that they have not previously violated an employer’s sexual misconduct, sexual exploitation and abuse, child safeguarding or trafficking policy. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Ethics Policies and values at all times. Team members are required to complete mandatory Code of Conduct eLearning courses upon hire and on an annual basis.

As an applicant, if you witness or experience any form of sexual misconduct during the recruitment process, please report this to Mercy Corps Integrity Hotline ([email protected]). 

Тільки попередньо відібрані кандидати будуть запрошені на співбесіду.

Ласкаво запрошуємо осіб з інвалідністю та ветеранів відгукнутись на цю посаду.

Mercy Corpsстворило робоче місце для працевлаштування осіб з інвалідністю та ветеранів, та належні умови праці для цієї вакансії, але це не обмежує коло осіб, які можуть подаватись на цю вакансію.