Вакансія: Administrative and Logistic Assistant

ICAP at Columbia University, a global health leader situated within the Columbia University Mailman School of Public Health in New York City, seeks the services of a Administrative and Logistic Assistant which will be based in Kyiv, Ukraine.

POSITION SUMMARY:

The Administrative and Logistics Assistant will support the administrative and logistical operations of the Project. This position will involve general office and information-flow management, HR, procurement, and logistical support for all business- related trainings and other activities/events.

MAJOR ACCOUNTABILITIES:

• Assist with daily administrative tasks including filing, data entry, and record keeping.
• Manage project documentation and ensure all files are up to date and easily accessible.
• Schedule and coordinate meetings, including preparing agendas and taking meeting minutes, appointments, and travel arrangements for project staff.
• Provides full HR/administrative support for office maintenance in compliance with local law and SOPs requirements.
• Organize and coordinate logistics for project activities and events, including transportation, accommodation, and venue arrangements.
• Monitor and update reporting files on inventory of project supplies and equipment, ensuring timely procurement and replenishment.
• Support coordination with vendors and service providers to obtain quotations, negotiate terms, and ensure timely delivery of goods and services.
• Maintain a database of procurement documents, approved suppliers, and service providers.
• Process internal documents following organizational policies and procedures.
• Support in preparing a package of documents for payment (PO, PR, etc.).
• Act as a point of contact for project staff, providing timely and accurate information.
• Assist in the preparation and dissemination of reports, presentations, and other updates of the project materials.
• Ensure all administrative and logistical activities comply with organizational policies and procedures.
• Maintain confidentiality and security of sensitive information.
• Perform other duties necessary for effective operations of the project.

EDUCATION & MINIMUM REQUIRED QUALIFICATIONS:

Education: Minimum Bachelor’s degree in Administration, Logistics, Project Management, or a related field.

Experience: Minimum of 2 years of experience in administrative/office management and logistical support roles, preferably in a project-based environment.

SKILLS:

• Strong organizational and multitasking skills.
• Ability to organize tasks and meet deadlines, flexibility to handle changing priorities and tasks.
• Excellent communication and interpersonal skills.
• Demonstrates integrity and maintains confidentiality.
• Excellent computer skills (including MS Outlook, Excel, Word, PowerPoint, etc.)
• Ability to work independently and as part of a team.
• Attention to detail and problem-solving skills.
• Knowledge of procurement processes and vendor management.
• Willingness to learn and adapt to new office systems and procedures.
• Fluency in English, Ukrainian.

The position is contingent upon availability of grant funding. Columbia University is an equal opportunity and affirmative action employer. It does not discriminate against employees or applicants for employment on the basis of race, color, sex, gender, religion, creed, national and ethnic origin, age, citizenship, status as a perceived or actual victim of domestic violence, disability, marital status, sexual orientation, status as a Vietnam era or disabled veteran, or any other legally protected status.

More details ICAP Jobs.

Interested applicants should submit their CV and a cover letter by email to [email protected] by October 10, 2024.

Only shortlisted candidates will be contacted.