Офіс менеджер/ка у проект SAFEMed, USAID Activity

The international non-profit organization Management Sciences for Health (MSH)  implementing in Ukraine the USAID-supported Safe, Affordable and Effective Medicines for Ukrainians Activity (SAFEMed), is looking for Office Manager.

MAIN PURPOSE OF JOB

The Office Manager ensures the smooth operations of administrative management systems and services in the office; provides accounting, administrative, and logistical support to the project to ensure all work is conducted according to MSH regulations and standard operating procedures. Managing all general office services and supplies, inventory management, and ensuring a safe and comfortable workspace. The Office Manager reports directly to the Sr. Finance and Operation Manager.

LOCATION: Kyiv, Ukraine

TIME TYPE: Full time

MAIN DUTIES AND RESPONSIBILITIES

• Oversee day-to-day operations of office facilities and utilities and ensuring their appropriate maintenance and repair for optimal function including related maintenance service contracts as needed.
• Assist in overall office asset-management tasks including inventory management and related documentation.
• Conduct regular monitoring of utility bills and ensure prompt payment of bills.
• Maintain office files, ensures that all correspondence is properly copied and filed following MSH policies and standard procedures.
• Ensure office supplies are procured timely and stocks properly monitor that payments to office service providers and vendors are processed timely to avoid service interruptions.
• Assist in welcoming visitors and orientation of new employees through setting up workspace, processing identity cards, business cards and addressing any issues that arise (for new and existing employees).
• Provide timely, cost effective, and high-quality support and service to project staff.
• Managing initial incoming and outgoing communications and office documents.
• Assist staff in documentation turnover, including coordination of delivery and postal services.
• Maintain up-to-date, accessible, and organized electronic databases, documents, and spreadsheets including Contact lists and project information.
• Coordinate work with Event and Travel agencies to support logistics for Project events and trips (national and international).
• Manage corporate taxi services.
• Perform other duties as may be assigned by the supervisor.

QUALIFICATIONS

REQUIRED EDUCATION

• Degree in Administration or related field

REQUIRED EXPERIENCE 

• 2-3 years of relevant experience in a similar position.

KNOWLEDGE AND SKILLS

• Strong administrative, organizational, and written and verbal communication skills.
• Excellent interpersonal skills: ability to interact professionally with diverse clients and stakeholders.
• Demonstrated competence to manage a variety of activities and meet deadlines with attention to detail and quality.
• Ability to work independently, take initiative and learn complex procedures.
• Demonstrated experience with managing an office and ability to work as an effective team player.
• Computer skills on professional level, knowledge of Microsoft Office including work with database, presentation, and spreadsheet applications.
• Fluency in Ukrainian required, English at Upper Intermediate level.

WE OFFER:

• Official employment due to Ukrainian Labour law and competitive remuneration;
• Medical Insurance;
• Office in the city center with a shelter;
• Hybrid work (combining office-based and home-based working days);
• International work environment and opportunities for professional development;
• Wellbeing support programs for employees.

Please send your applications via the link: https://msh.wd1.myworkdayjobs.com/External/job/Ukraine-Kyiv/Office-Manager_R3897