DAI Global, LLC шукає Office Manager

About DAI

DAI is a global development company with corporate offices in the United States, the United Kingdom, EU, Nigeria, Pakistan, and Palestine and project operations worldwide. We tackle fundamental social and economic development problems caused by inefficient markets, ineffective governance, and instability. DAI works on the frontlines of global development. Transforming ideas into action—action into impact. We are committed to shaping a more livable world. DAI and its employees are committed to confronting racism and holding ourselves accountable for positive change within the company and in the communities, cultures, and countries in which we live and work.  DAI is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. DAI upholds the highest ethical standards. We are committed to the prevention of sexual exploitation, abuse, and harassment as well as other ethical breaches. All of our positions are therefore subject to stringent vetting and reference checks.

DAI is seeking qualified candidates for the Kyiv-based full time Office Manager position to join USAID Governance and Local Accountability (HOVERLA) Activity team. Interested candidates should submit their application through the following portal:

https://fs23.formsite.com/OLJTgx/yhwh62wp54/index 

The deadline for applications – September 09, 2023. Due to a high volume of applications received, we are unable to contact each applicant individually regarding the status of their application. Only shortlisted candidates will be contacted in response to this job advertisement.

Project Background

DAI Global is implementing the USAID-funded Governance and Local Accountability (HOVERLA) Activity, based in Kyiv, Ukraine. This project is designed to support Ukraine advance self-reliant local governance including legislative reforms, participatory strategic planning methodologies, service improvement, local economic development, civil society engagement, and capacity building of sub-national government entities.  The Activity has three objectives:

• Objective 1: Ukraine’s system of local self-governance is increasingly institutionalized and effective
• Objective 2: More self-reliant subnational governance
• Objective 3: Citizens play an increasingly influential role in local governance processes

Position Overview

The Office Manager oversees and manages daily administrative and operational tasks within a sizable project office in Kyiv. This role involves organizing workspace, coordinating office activities, capturing office furniture and inventories, maintaining inventory management, supervising office assistants in Kyiv, and facilitating communication between departments to ensure the efficient functioning of the main office in Kyiv. The Office Manager also works with regional administrative assistants to organize the processes and functionality of their assigned offices.

Objectives and Duties: 

• 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 each lease and rental 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.
• Create a log for all contracts and service agreements related to the HOVERLA offices throughout the country and process notification and paperwork of renewals 60 days prior to the end dates.
• Submit requisitions for all related services and accommodations in TAMIS related to staff and facilities.
• Keep the inventory log up to date and accurate, make sure all asset items are labeled properly and in time. Perform inventory reviews annually.
• Work with the regional administrative assistants in all regional offices on upkeeping the facilities and inventory entries in the system.
• Assist in logistical arrangements for travelers and training sessions as requested.
• Maintain HOVERLA correspondence and documentation registration system.
• Manages the process for stocking and maintaining office supplies.
• Maintain accurate and complete operational record-keeping and filing systems, ensuring that administrative records are well-organized, maintained and updated.
• Maintain communication with DAI’s home office staff on administrative and operational aspects of the project.
• 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, DHL and other communications to responsible project staff.
• Coordinate conference room bookings on an as needed basis.
• Prepare accurate and timely reports and other project documentation as required; maintain project files.
• Keep respective activity records in DAI corporate system (TAMIS).
• Create and maintain contact lists of HOVERLA staff, counterparts, trainees, etc.
• Assist in managing and accepting the work of companies delivering various services (cleaning, repair and maintenance, installations etc).
• Assist in coordination of relations and logistics among the Kyiv Office, its partners-cities, and other international and local stakeholders.
• Perform any other related tasks as assigned by the Director of Operations or the Chief of Party.

Qualifications: 

• Bachelor’s degree or equivalent (preferred).
• At least 6 general work experience.
• Proven proficiency in roles related to office management and administration, particularly in industries known for their emphasis on responsiveness, organizational efficiency, business insight, or a strong commitment to hospitality and customer satisfaction.
• Attention to detail and the ability to work independently.
• Problem-solving and decision-making capabilities.
• Proficient communication abilities in both English and Ukrainian, connected with strong interpersonal skills.
• Proficiency in Microsoft office software and collaboration tools.
• Strong organizational and multitasking skills.