Вакансія: USAID Economics Resilence Activity looking for KYIV Administration Officer

Project Background

The Ukraine Economic Resilience Activity (ERA) (8/27/2018 — 8/26/2024) was designed to strengthen the economy and improve the resilience of businesses and communities in eastern Ukraine following Russia’s 2014 annexation of Crimea and the seizure of territory in the Donetsk and Luhansk Regions by Russian backed separatists.

Prior to the war, ERA had focused interventions on Donetsk and Luhansk Oblasts. In 2019 after Russia commandeered a Ukrainian naval ship and established a blockade, ERA had also added the Sea of Azov (Zaporizhzhia, and Kherson oblasts and municipal centers closest to the sea) to its area of operations. With the February onset of war in eastern and southern Ukraine, Russia has significantly damaged or destroyed most of ERA’s previous implementation geography, including Mariupol, Sartana, Rubizhne, and Sievierodonetsk and occupied the cities of Berdiansk, Melitopol and Stanytsia Luhanska.

The further Economic Resilience Activity’s work will be centered on three pillars:

Stabilization and Inclusion: building the capabilities of vulnerable populations to be able to capitalize on entrepreneurial and micro, small and medium enterprises’ (MSME) economic opportunities;

Business Revival: helping MSMEs relocate and rebuild marketing and supply chains; and

New Economy: working with coalitions and leaders to build confidence in the sustainable Ukrainian state, articulate a vision for the future, and put in place the building blocks for a modern, diverse, and MSME-friendly economy post-war.

Nowadays, ERA shifts its focus from interventions targeting businesses and communities in eastern oblasts to supporting internally displaced persons (IDPs), MSMEs, universities and other partners from those regions as they move westward to safety and re-establish operations. As a result, ERA’s area of operations has changed from «the east» to supporting IDPs and partners that originated in the east to other locations «anywhere in Ukraine.»

Job Overview

The Kyiv Administration Officer is responsible for setting up operations in the newly arranged Kyiv office and providing day-to-day administrative and logistical support to ERA technical and operational staff and consultants. The Kyiv Administration Officer  will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety. The Kyiv Administration Officer  is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, and task delegation. The Kyiv Administration Officer  reports to the Senior Operations and Finance Manager and is based in Kyiv.

Responsibilities

Administration of Kyiv office:

• Set up operations in Kyiv office, including purchasing office equipment and supplies; coordinate installation of the internet connection.
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored
• Manage schedule of project activities, business meetings, and internal events, assist in scheduling and preparing travel arrangements for meetings and events;
• Ensure all administrative and procurement records are properly documented in hard copy files and on the DAI TAMIS;
• Provide arrangements, with close cooperation with the procurement department, for project workshops, training events, STTAs, and other logistical needs as required.
• Manage logistics and procurement processes, ensuring DAI and USAID rules and regulations are followed transparently;
• Manage inventory of office equipment, execute regular inventory checks and prepare annual inventory reports.

Compliance:

• Ensure areas that project practices and procedures are fully aligned with the project policies, advise management with options and recommendations on improvements;
• Ensure that administrative records are well-organized, maintained and updated;
• Support onboarding for new staff on administrative procedures and advise current staff on any changes in the ERA administrative procedures.
• Reporting:
• Prepare accurate and timely field reports and other documentation as required; maintain Kyiv office management files.
• Keep respective activity records in DAI corporate system (TAMIS).

Job Expectations

In this position, you are expected to share the DAI’s four core values:

• Integrity: commit to civil and ethical behavior, play by the rules, and do the right thing;
• Responsibility: be accountable to clients, partners, grant recipients, beneficiaries, colleagues, and communities where we work. If you fall short, you own up, fix the problem, and get it right the next time;
• Excellence: adhere to the highest technical and professional standards in innovation, learning, and service;
• Global Citizenship: respect cultural diversity and treat everyone everywhere with professionalism and dignity to make the world a better place.

Qualifications:

• Bachelor’s degree from a reputable university.
• Must have English and Ukrainian language proficiency, verbal and written.
• Demonstrated excellent interpersonal, managerial, organizational, and detail-orientation skills.
• Ability to work on own initiative/proactive attitude and have strong skills in teamwork.
• Ability to respond effectively to time-sensitive demands & inquiries.
• Proficiency using Microsoft office suite, and other relevant software.
• Experience of work in international NGOs, and donor-funded projects would be preferable.
• Demonstrated strong problem-solving skills as well as exceptional customer relations (both internally & externally).
• Excellent organizational skills with a willingness to take initiative and be proactive.
• Extremely well-organized and self-directed individual.
• Previous experience preparing and negotiating supply contracts, collection, and management accounting documentation is preferable.

WE OFFER

Contract length: 12-months employment agreement with a possibility of extension until August 2024. 

Salary Level: We offer competitive market-based salary level for candidates with relevant experience. 

Duty station: Kyiv, Ukraine 

Benefits: all benefits envisaged by Labor Code of Ukraine, corporate medical insurance for employees and immediate family members. 

Start date: November 2022

Application process

All applicants must send a cover letter and updated CV (no longer than four pages) in English to [відгукнутися], please mention in the subject Kyiv Administration Officer 

Closing date for applications: November 06 , 2022

For further information about the DAI GLOBAL LLC, please consult our website dai.com.