Пакт шукає Програмного(-у) Асистента(-ку) / Pact seeks Program Assistant, PHS R&R

Position Purpose 

Pact seeks Program Assistants for the USAID/Ukraine five-year Public Health Systems Recovery and Resilience Activity. This activity will strengthen public health capacities, standards, outreach services, and access to essential health care services during crises such as COVID-19 and other health-related challenges, as part of supporting Ukraine’s pathway to self-reliance. The Program Assistant will provide support to the technical team of the project. 

Specific Duties and Responsibilities: 

• Provide support to Technical team with preparation and conducting program activities and events: communication with partners to invite/confirm participation in trainings and events, collecting information and data from partners, circulating information per guidance from program staff responsible for event/training.
• Provide programme and administrative support to the programme team in the preparation of various programme documents, such as work plans, reports and proposals on programme implementation arrangements.
• Under the guidance of the supervisor, assemble briefing materials and prepare power-point and other presentations for the programme unit.
• Identify sources, and gather and compile data and information for the preparation of documents, guidelines, and other material as required.
• Provide administrative support to the programme team in the organization of events, meetings and workshops, etc. Draft technical and program reports on events results.
• Attend staff meetings and take minutes
• Prepare other materials as necessary to program staff to use on official trips or meetings.
• Maintain and organize up-to-date hard and electronic files for easy access and retrieval. Ensure safekeeping of confidential materials.
• Create and maintain files of correspondence/documents and electronically received information, and ensure up-to- date filing. Maintain both hardcopies and electronic copies of the office records and reference files on various subjects.
• Route program correspondence to and from concerned program staff and maintains follow up system.
• Draft correspondence on variety of program related matters.
• Keep list of names, addresses and telephone numbers of project counterparts, government officials.
• Acting as a liaison between different departments
• May be assigned additional duties and responsibilities as required of the job. May be called upon to coordinate, or assist with, special projects, events or functions as directed. 
• Perform all work safely and maintain a safe working environment.

Qualifications:  

• Excellent organisational skills and ability to manage a complex workload and deadlines. Organized to oversee several projects at once.
• Excellent communications, writing and presentation skills. 
• Excellent written and spoken Ukrainian.
• Excellent written English. 
• Highly effective administration skills including computing, word processing and internet use. 
• Pro-active, intuitive, fast-thinker, and able to work with minimal supervision.
• Ability to organize and complete multiple tasks by establishing priorities.
• Ability to establish, build and sustain effective relationships with partners, demonstrating understanding of client’s perspective; anticipates client needs and addresses them promptly.
• Ability to manage data, documents, correspondence and reports information and workflow.

Education and Experience Requirements:   

• Completion of secondary education is required (at least bachelor degree).
• Work experience in administrative support of development programme/project is an advantage.
• Advanced level keyboard skills and computer literacy on a variety of software applications (MS Word, Excel, PowerPoint etc.).  
• Ability to organize routine data and maintain established procedures.  Ability to be flexible, resourceful, and service-oriented in dealing with people.

To apply please send cover letter and CV to [email protected] no later than August 28, 2023.  Only shortlisted candidates will be contacted.

Pact is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity or expression, marital status, disability, genetic information, age, citizenship status, genetic information, matriculation, family responsibilities, personal appearance, credit information, tobacco use (except in the workplace), membership in an employee organization, or other protected classifications or non-merit factors.