Sеnіоr Management Assistant

Deloitte is seeking candidates for the position of Senior Management Assistant in support of USAID/UKaid SOERA. The position is full-time and will be based in person in the Kyiv office, Ukraine. 

Project Background and Summary:

The purpose of Ukraine SOERA is to strengthen public sector business operations and transparency, improve governance and oversight, advance privatization of selected SOEs, and develop a strategic management model for enterprises remaining in state ownership. Smart SOE reform and targeted privatization in Ukraine will increase private sector participation, stimulate broad-based economic growth, and reduce corruption. During the war and Ukraine’s recovery, SOERA is prioritizing support to maintain critical public services to citizens, support relocation and resilience of public infrastructure and facilities, enhance strategic communications to the public and external stakeholders, and help plan and execute effective, efficient, and accountable reconstruction. 

Objective: 

The Senior Management Assistant provides dedicated support to SOERA senior management, namely Chief of Party (COP) and Deputy Chief of Party, Program (DCOP-Program). The focus of the role is providing secretarial support and completing administrative and operational tasks. The Senior Management assistant will provide day-to-day support to their supervisors, dealing with calendars, meeting organization, letter drafting, business trips arrangement and subsequent reporting to Financial Team.  This role requires a detail-oriented approach, excellent communication skills, and the ability to prioritize responsibilities. The Senior Management Assistant reports directly to the DCOP-Program.

Responsibilities:

• Coordinate and manage the calendars for the Chief of Party (COP) and Deputy Chief of Party, Program (DCOP-Program).
• Schedule and organize meetings, appointments, and events, ensuring all necessary arrangements are made.
• Prepare agendas, materials, and presentations for meetings.
• Record and distribute meeting minutes and follow up on action items.
• Make follow-up calls to clients and other stakeholders to ensure ongoing communication and address any concerns or inquiries.
• Draft emails and other communications on behalf of the COP and DCOP-Program.
• Arrange travel accommodations, including flights, hotels, and transportation for business trips in coordination with relevant Home Office/Field Office staff.
• Assist in the preparation and submission of travel expense reports to the Financial Team.
• Assist in collecting, analyzing, and compiling requested data into reports.
• Track tasks timelines, deliverables, and milestones, ensuring adherence to deadlines.
• Act as a point of contact for queries and requests directed to the COP and DCOP-Program.
• Handle sensitive information with the utmost confidentiality and professionalism.

Minimum Requirements:

• Bachelor’s degree in Business Administration, Management, Communications, or a related field.
• Minimum of 5 years of experience in an administrative or executive assistant role, preferably in an international donor-funded program.
• Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
• Fluent Ukrainian and English is a must.
• Ability to draft, proofread, and edit documents and correspondence.
• Excellent interpersonal and communication skills, with the ability to interact effectively with diverse stakeholders.
• Strong problem-solving skills and the ability to make sound decisions independently.

Benefits Package:

• 24 calendar days of Paid Time Off (PTO)
• 13 public holidays per year
• Medical Insurance for SOERA staff and dependents 
• Potential for regional and international travel with expenses compensated at USG rates
• Military reservation is possible and granted if you are on a relevant military register
• End-of-project bonus: one month’s salary per every year of service 

Candidates are requested to send a CV in English, cover letter and 2-3 professional references to [email protected] no later than September 19, 2024. Please indicate the following in the subject field of the email: “SOERA Senior Management Assistant – Application”. Only shortlisted candidates will be invited for an interview.