Адміністративний/на асистент/ка

Administrative assistant for Ukraine’s Cohesion and Regional Development project (UCORD)

NIRAS is looking for an Administrative assistant for Swiss-Ukrainian Ukraine’s Cohesion and Regional Development project.

Duration of assignment: 01.10.2023-01.10.2025 with the possibility of prolongation
Location: Kyiv, Ukraine
Expected start date: 01st of October 2023

Description of the assignment context

The Ukraine’s Cohesion and Regional Development (UCORD) is a Swiss-Ukrainian project implemented by NIRAS Sweden AB with the support of Switzerland.

The overall goal of the project is that citizens, businesses and public authorities contribute to and equally benefit from effective and coherent regional development that fosters improved quality of life, resilience, peace and social cohesion in Ukraine.

The project consists of three components: 1) Support to Regional Development Agencies, 2) Improved public services delivery with a focus on environment, 3) Social cohesion through culture.

Assignment

Administrative assistant will provide administrative and logistics support to our team, assist in daily office needs, manage travel and communication with the project counterparts, perform other general administrative activities.

Tasks

UCORD Programme Support: Assist the Team Leader & Component leads in planning, implementation, and monitoring actions. This may include gathering and analysing data, preparing project reports, and maintaining project schedules.

Administrative Tasks: Carry out various administrative tasks such as preparing,  maintaining and archiving documents, scheduling meetings, managing correspondences, supporting logistics and travel arrangements for UCORD meetings, events and study tours and ensure the smooth running of the UCORD office.

Communication and Coordination: Serve as a liaison between different stakeholders involved in the project, such as project team members, RDAs, and partner organizations. This might involve coordinating meetings and events, communicating project updates, and providing support in resolving any issues that may arise.

Financial Management & Procurement: Assist with financial management tasks such as manual preparation and updating, budget tracking, processing invoices and payments, preparing financial reports and procurement of local providers and

Research: Conduct research on relevant topics, collect and manage data, and assist in the preparation of terms of reference and presentations.

Capacity Building: Support capacity building efforts, such as organizing training and workshops, preparing training materials, and providing support to participants.

Translation: Perform translation and interpretation from English to Ukrainian and vice versa.

Other project tasks. Perform other tasks as assigned by the Team Leader, Deputy Team Leader and Project Manager.

Qualifications

• A Bachelor University degree in relevant area.
• Minimum of 1 year of proven experience as an administrative assistant.
• Proven record of making travel and meeting arrangements as well as other logistics tasks.
• Knowledge of office management systems and procedures.
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular).
• Excellent time management skills and the ability to prioritize work.
• Attention to detail and problem solving skills.
• Excellent written and verbal communication skills in Ukrainian and English is a must.
• Strong organizational skills with the ability to multi-task.
• Self-organisation and good time management.

Evaluation of response & selection

Interested applicants should send their proposals to NIRAS no later than September 15th, 2023 9 a.m. Kyiv time.

Applicants must be independent and free from conflicts of interest in the responsibilities defined by the Terms of Reference.

The proposal should contain the following documents:

1. a) A short explanation of the applicant’s suitability for the assignment (maximum one A4-page)
2. b) Up-to-date CV indicating relevant experience and qualifications, indicating at least three contact references.

The proposal should be submitted in English.

The Administrative assistant will be selected based on the expert’s competence and suitability – based on the requirements described above. Only short-listed candidates will be contacted to be followed by an interview with selection panel.

Proposals and questions should be sent by email to: [email protected].