Офіс менеджер/ка / Administrative Officer | Remote/ Kyiv

Chemonics is seeking a Administrative Officer to support the the Partnership Fund for a Resilient Ukraine (PFRU). The Partnership Fund for a Resilient Ukraine is a multi-year, multi-donor funded programme managed by the UK’s Foreign, Commonwealth and Development Office (FCDO). The aim of PFRU is to strengthen the resilience of the Ukrainian government, economy, media and the Ukrainian civil society by delivering essential resilience project support to the relevant partners.

The Administrative Officer will ensure that all administrative aspects of the programme are implemented in form and substance consistent with FCDO regulations, Chemonics’ contract, Ukrainian law (where appropriate neighbouring country law), and Chemonics’ policies and internal controls. He/she oversees administration and office management (including offices, inventory, transport and warehousing) policies, systems, and procedures to ensure that the programme’s operations systems are consistent with Chemonics’ high standards and are in accordance with local laws and FCDO regulations.

Specific Duties and Responsibilities

• Bears overall responsibility for administrative tasks noted below and makes recommendations for improvements to project administration.
• Monitors administrative activities and ensure that project practices are in line with the policy and procedures manual.
• Maintains a complete and thorough inventory of all programme property in the project offices.
• Assists in the provision of rapid, efficient, and effective coordination on any emergency employee situation as may arise such as Medevac Services, emergency evacuations out of country, and injuries to employees during working hours.
• Ensures that the photocopier and other office equipment is well maintained, operating properly and ensure adequate supply of consumables. Ensure that all vendors are honoring maintenance contract terms.
• Procures and maintains system of tracking and disbursement of office supplies and equipment to ensure availability and accountability.
• Maintains a complete and thorough inventory of all property of the PFRU project, including maintaining equipment receipt forms.
• Manages the local property insurance contracts.
• Oversees travel arrangements, clearances and hotel reservation for all short-term consultants traveling to the field except for UKD.  Airline travel will be conducted by the UKD project management unit.
• Ensures vehicles are maintained and vehicle logs completed and scanned/filed at the end of each month.
• Ensures the security, safekeeping, and maintenance of all programme property located on any of the office premises of the Ukraine PFRU programme.
• Maintains petty cash fund (if needed).
• Responsible for planning logistics, transport, accommodation for events and missions.
• Performs other duties as assigned by supervisor and Deputy Team Leader – Operations and Finance or equivalent.

QUALIFICATIONS:

• Bachelor’s degree in administration or equally relevant field preferred.
• Minimum of four years’ experience required
• Experience working with international donors strongly preferred.
• Excellent verbal and written and communication skills.
• Excellent organisational skills and task management skills required.
• Demonstrated leadership, versatility, and integrity.
• Proven experience developing new organizational systems and tools required, with a strong command of Microsoft Office required.
• Fluency in Ukrainian and proficiency English is required

Place of Assignment

PFRU currently operates remotely due to the ongoing war. This policy is assessed and revised regularly with the intention of establishing a permanent office in Kyiv in June 2022 with staff working from there.

Reporting

The Administrative Officer will report directly to the Operations and Finance Manager or equivalent.

Application instructions: 

Please send an email with your CV and cover letter attached and “Grants/Fund Assistant” in the subject line to [email protected] by June 17, 2022. No telephone inquiries, please. Chemonics will contact finalists.

Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, colour, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.

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