Координаторка з кадрових питань та управління офісом

A highly efficient administrative with strong human resources, recruitment, office logistics, PR management and event organizer.

Highly dependable, reliable and attentive to details.

10+ years of working experience in business administration especially associated with HR management, design, development and implement of system of office and organization framework.

Mobile: +380503102496; Email: [email protected]

A highly efficient administrative with strong human resources, recruitment, office logistics, PR management and event organizer. Highly dependable, reliable and attentive to details.

20 years of working experience in business administration especially associated with management, design, development and implement of system of office and organization framework.

Working Experience:

Alianza Por La Solidaridad Memember of ActionAid International

Operations and HR Coordinator (Ukraine response) with recruiter role Feb 2023 till a current date

• Support with organisation and coordination of events, workshops, seminars etc. (including venue management, breaks, lunch etc)
• Facilitate translations and interpretation either through freelancers or translation companies.
• Assist in documenting procedures related to the above tasks.
• When required, provide backup logistics support.
• Facilitate communication among fellow support function colleagues.
• Establish IT company for support
• Opening of official bank accounts as instructed and follow up on all related administration and processes
• Ensure that all utility bills are settled in time and that there are no service interruptions
• Provide Quality/Quantity assurance of goods provided to AA
• Maintaining central stationery and other supply stock, keep the stock register updated for verification & replenishment purposes. Verify that the register and the stocks match according to the inventory provided by the Logistician.
• Provide market analysis of goods to be procured and quotations in line with the AA procurement policy
• Maintain a data base of suppliers
• Oversee the work of the Logistician and Finance Officer and be first point of contact for solving any issues they may have in carrying out their duties
• Ensure record keeping of all LPOs, RFPs, Quotations and Tender Documents is done by Finance Officer
• Check monthly financial transaction reports, petty cash reports etc sent by the Finance officer to ensure they are of good quality
• Ensure inventories, asset management register, car logbook etc…are maintained by the Logistician/Driver
• Monitoring expenses reports, Netsuite reporting. Monitoring cash \ bank payments for Company’s needs;
• Work with reports and other company employees establishing proper and clear system of reporting;
• Making office cash expenses reports, regulation of payments (bank\cash), advances to suppliers and reports; 
• Management and monitoring cash flow for all office needs;
• Filling cashbooks, track and reconcile bank statements;
• Making sure that Company’s financial procedures are followed, checking balance sheet accounts: prepayments, creditors and debtors’ accounts to ensure they are balanced and correct;
• Monitoring subsidiary companies, partners: reporting on the status of their accounts, check in procedures, visits, providing all financial information to the financial management on regular basis;
• Financial payments – cash and bank payments for different building and utilities works, budgeting, expenses reports etc;

• Implement HR projects and initiatives that drive organizational change and continuous improvement based on business OKRs.
• Onboarding, Offboarding and constant employee support.
• Conduct Exit Interviews, do problems analytics, work with stakeholders to motivate, change, improve
• Constantly work with employee engagement for local and remote employees.
• Assist with employee relations issues. 1:1.
• Work with employees’ motivation and help management team to build effective teams.
• Drive employee performance management process.
• Coordinating and delivering training and development programs to enhance employee skills and knowledge.
• Facilitating and conducting employee engagement surveys and analyzing the results to develop action plans.
• Review and Improve Employee Benefits program.
• Collaborate with HR/Recruitment team and C-level management.

Selerant LLC

Operations Coordinator, HR, recruiter - Apr 2017 to Nov 2022

• Developing and maintaining a strong corporate culture as well as working relationships with colleagues;  
• Conducting on-boarding and off-boarding processes;
• Maintain HR systems and documentation. Inputing and maintaining the human resource database and all employee records and files, including hardcopy files;  
• Preparing or updating employment records related to hiring, transferring, promoting, and Generating wide range of employee documentation, including: job offers,  Approbation period files, visa letters, PDP, recommendation docs etc.  
• Administation of employees’ health, welfare;
• Close cooperation with employees and managers regarding HR projects, policies, and procedures; – Increasing employees’ engagement and gather feedbacks accordingly;  
• Supporting the development and implementation of HR initiatives and programs; – Supporting newcomers during their first weeks and help to gain understanding of Team and  Companyt’s basic procedures, conducting 1:1 meetings and track results;  
• Organizing corporate events and other internal and external activities;
• Organization and full travel support during business trips;

Railsware

Head of Admin Team - Jan 2013 till Mar 2017

• Administrative set up of the office. Design, development and implementation of system of office administration and logistical framework in accordance with Ukrainian Law and company principles; 
• Filing; selection, contracts with office and projects suppliers and other contractors like bank, lawyer, landlords, auditor, travel agency etc.; 
• Set up a system of administration, logistics and finance support of the project and train reports in logistics, administration and finance
• Monitoring and coordinating office suppliers (tea\coffee, emergency set (medicine), kitchen accessories, stationary etc), office furniture, responsible for invoices, contacts, negotiations with  suppliers; 
• Coordination of company letterheads, business cards, other suppliers with company logotype: collecting requests, placing orders, distributing;

Cogniance, Inc

Head of Admin Team - Feb 2011 to Dec 2012

Office Management:

• Lead the overall functionality of tactical/support office spaces that don’t have a “chief of field office” (currently Kyiv and Dnipro), ensuring that they not only serve the operational needs.
• Manage office supplies, maintenance monitoring, and the procurement of small furniture items and equipment for these office spaces efficiently. This involves overseeing supplies, scheduling maintenance, and procuring essential equipment efficiently.
• Coordinate travel arrangements for newcomers and visitors, which includes flight and train bookings, hotel reservations, and other travel logistics. Upgrade travel coordination by partnering with top-tier service providers. Ensure seamless travel arrangements, including securing favorable rates for flight bookings, train reservations, and hotel stays.
• Handle the collection of invoices and receipts (including boarding passes), submission of payment requests, and follow-ups with service providers diligently. Liaise with service providers for cost-effective services.
• Engage actively in the management and tracking of local contracts for office spaces and accommodation, ensuring compliance with organizational standards and local regulations. Scout potential locations and be proactive in negotiate contracts.
• Participate in building strategic partnerships with local vendors, positioning HEKS/EPER as a preferred client for cost savings and premium support.

General Administration:

• Spearhead the process of official organizational registration, ensuring strict adherence to local legal requirements.
• Navigate the administrative intricacies associated with international staff permits, visas, and work permits.
• Address tax exemption matters proactively, liaising with government bodies as required.
• Prepare and submit official administrative reports to the host country’s government, ensuring consistent compliance with relevant obligations.
• Oversee protocol management, including liaising with legal advisors, nurturing relationships with authorities, and researching potential tax exemptions for the organization.

Technical Guidance & Supervision:

• Provide guidance to administrative staff, promoting a collaborative and efficient work environment.
• Offer training and support as necessary to uphold the highest standards in administrative operations.
• Collaborate with the broader Administrative & HR team, especially the leadership, on overarching initiatives and strategies.

Collaboration & Reporting:

• Work in close collaboration with the Country Administrative & HR Coordinator to ensure alignment between administrative activities and organizational objectives.
• Compile regular reports detailing administrative metrics, facility status, and other relevant data for the senior management’s review.

SG International

Administrative manager with HR functions - Sept. 2008 to Feb 2011

• Facilitating the lifecycle of a candidate, from job descriptions to sourcing and interacting with candidates, administering practical assessments, coordinating with internal partners, and finally  closing the candidate;  
• Coordination with hiring and team leads to forecast and facilitate hiring needs; – Posting openings, recruit qualified candidates, participate in the interview process;  
• Sourcing potential candidates on well-known and niche platforms;
• Cooperation with recruiting agencies;
• Performing pre-screening calls to analyze applicants’ abilities.
• Interviewing candidates combining various methods (e.g. structured interviews, practical assessments, and behavioral questions)  
• Using detailed screening and selection criteria to identify qualified candidates and determine the relevant strength of the candidates in the pool;  
• Maintaining a full hiring cycle and ensure the proper interviewing process for candidates and feedback delivery.

Procter & Gamble Ukraine LLC

Admin Manager - Jan. 2007 to Aug. 2008

• Responsible for design of the office according to company standards;
• Organization and coordination building works per scheduled timings;
• Responsible for issuing company’s in-office facilities as per corporate colours, style etc);
• Responsible for implementing of advertising, PR activities to support Companys’ Brand recognition within professional
• Administrative & Office Logistics; Relevant Financial Management; Human Resources, Recruiting, Corporate events & PR management.