About the job

Job Title: PMU Administrative Assistant

Initiative Name: Good Governance Fund – Managed Fund

Job type: Full time

Location of Position: Kyiv or secure office location

Citizenship: Position is open to Ukrainian citizens, Based in Ukraine

Reporting to: Country Director

Remuneration: Fees are subject to negotiation and shall not exceed established market rates.

Application Deadline: October 18, 2022

At Alinea International we value equity, diversity, and inclusivity in everything we do. We are an equal opportunity employer opposed to all forms of discrimination. We actively seek and encourage applications from people of diverse backgrounds recognizing that an inclusive workforce enriches our organization and achieves smarter, more innovative results.

Alinea is committed to the protection of children and vulnerable adults. Due to the nature of our work, all candidates will be subject to due diligence checks and extensive background checks where appropriate.

WHO WE ARE

Good Governance Fund is a technical assistance project funded by the British Government through 2024. The Portfolio Management Unit (PMU) is a management organisation of the fund charged with assessing the support needs and designing projects to be funded through the GGF. Our work covers a broad scope of reforms, ranging from supporting SMEs and modelling the supply/demand of electricity to building a new and welcoming investor environment in Ukraine. We offer a truly “helicopter view” of Ukrainian reforms and have re-focused our effort to recovery initiatives after the beginning of the full-scale war in Ukraine.

WHAT WE OFFER

As the Administrative Assistant, you will get a chance to assist with projects advancing recovery in a broad range of sectors. Based at our office in Kyiv, you will provide administrative support to a team of managers, project designers and implementing partners working in a truly global team (4 time zones) across Ukraine, the UK and Canada. We take the security of our staff seriously and, therefore, adapt our working practices to the current security situation, which we continuously re-evaluate.

For a junior professional, this would be a great opportunity to start a career in international development and transition to programmatic roles later. We also offer centrally located modern office facilities, a competitive compensation package, free coffee as well as ample parking space.

WHO WE ARE LOOKING FOR

A motivated energetic individual obsessed with keeping things organised. A self-starter, able to operate across time zones and countries, being able to work effectively in a cross-cultural environment. You remain undeterred in uncertainty and provide clarity and effective and supportive operational management of the day-to-day activities of the organisation. Experience with office-level finance management would be an asset.

• Bachelor’s Degree.
• Superior command of English. British English will be your main working language as well as the working language of the client.
• Native Ukrainian to work with local suppliers and stakeholders.
• 1+ years of experience, but energy and resilience are the key
• Strong people skills and an ability to organize cross-cultural teams working remotely
• Ability to work independently in a remote working environment.
• Exceptional team player with strong interpersonal skills demonstrated by the ability to work in a multi-stakeholder environment.
• Proactive problem-solver. This one is really important.
• Knowledge of online collaboration tools. We work on Teams, but if you dig Notion, you’ll figure it out.
• Comfortable with basic finances and contracting/desire to learn.
• Ability to work from the office in Kyiv (or from Ukraine at the minimum).

WHAT YOU WILL DO

Reporting to the Country Director, you will be responsible for the daily running of the administrative affairs of the project. Duties will include meeting organisation, coordination of agendas across countries, document flow and other administrative duties.

Amongst other duties, the Administrative Assistant will be responsible for:

• Correspondence and meetings management (MS Teams/Zoom)
• Formatting documents according to the branding standards
• Drafting TORs, notes to file, meeting minutes
• Local office administration and procurement
• Management of the Sharepoint files system
• Management of MS Teams work environment
• Gathering progress reports and KPI data from local offices
• Office asset management
• Procurement of office supplies
• Procurement of local vendors/suppliers/service providers
• Agenda preparation
• Basic finance management
• Travel planning and organisation
• Website updates

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