Асистент(-ка) з адміністративних питань (Administrative Assistant)

INTRODUCTION

The Right to Protection (R2P) is a leading human rights NGO that works comprehensively to solve problems related to migration, its causes and consequences – seeking a candidate to fill the position of Administrative Assistant.

The project Advocacy, Protection and Legal Assistance to the Internally Displaced Population of Ukraine is aimed to strengthen the protective environment for internally displaced persons and other affected populations (here and after referred to as IDPs) through directly responding to their needs at community and individual levels as well as developing civil society capacities to identify and implement durable, long-term solutions.

POSITION’S OVERALL OBJECTIVES

The Administrative Assistant reports to the Head of Finance/Admin (HoFA) and works closely with the fin/admin team and project staff.

DUTIES & RESPONSIBILITIES

• Support HoFA with specific aspects of office Administration while preparing projects, working plans, reporting documents on projects, final reports;
• Be in contact with the suppliers on matters related to arrangements of trainings, seminars, working meetings, public events, press conferences;
• Book hotels, train/bus/fly tickets against properly approved travel authorization forms and other related documents (invintations, etc.), prepare Orders on business visits of the project team;
• Prepare various meeting minutes, monitor that staff should meet deadlines of tasks assigned by mentioned minutes (if any), prepare Orders associated with the arrangement of meetings, working groups, public events, round tables, etc.;
• Keep updated staff database and staff records on paper;
• Monitor staff records in MTRs, daily check in/outs records; make sure attendance lists of trainings, meetings, and events are properly signed by participants;
• Monitor contracts with suppliers, initiate continuation prior to expiration and termination of contracts agreements with suppliers (with staff,  rent, internet, procurement etc.), evaluate performance of suppliers and fill in respective template;
• Prepare/review Payment Approval Vouchers & purchase orders and collect signatures on them;
• Review primary financial documents, copy primary docs and complete reporting volumes (folders) for donor;
• Ensure that all documentation is prepared in a transparent and accountable manner;
• Translate various incoming/outgoing documents and interpret when needed;
• Any other responsibility deemed necessary or as delegated by the supervisor in order to meet the level of service requires by the Organisation and/or donor;
• Understand and ensure the observance of the R2P Code of Conduct.

REQUIRED QUALIFICATIONS

• Graduate degree in management, administration or other relevant areas and a minimum of one year of relevant work experience, preferably in the NGO sector;
• A minimum of 1-year experience in a similar position;
• Honest and trustworthy, reliable, rigorous and well organized;
• Able and willing to learn to extend his/her scope of work;
• Able to manage priorities, take initiatives and work without constant supervision;
• Excellent Microsoft Office skills;
• Strong organization skills.
• Fluency in Ukrainian, Russian, and English;
• Highly motivated self-starter.

WE OFFER

R2P will offer the successful applicant:

• A contract till December 30, 2022, renewable dependent on  performance and funding;
• Opportunity to work with one of the strongest Ukrainian human rights and humanitarian NGO;
• Mentorship;
• Team full of energy and joy.

APPLICATION PROCESS

Send a résumé to [email protected] with the title ‘Admin Assistant’. Responses will be sent only to those individuals who were selected for the interview. No phone calls, please.

APPLICATIONS CLOSE DATE

18 June 2022. If an appropriate candidate is identified, R2P reserves the right to recruit ahead of this deadline.