Office and Administrative Manager / Офісний (-а) та адміністративний (-а) менеджер (-ка)

Global Communities is implementing the 18-month, Community-Led Emergency Action, and Response (CLEAR) program with support from the United States Agency for International Development’s Bureau for Humanitarian Assistance (USAID/BHA) to respond to humanitarian needs in Ukraine. The program is designed with the goal of saving lives, reducing suffering, and addressing needs while supporting communities to lead their own response.   

• Purpose 1: Provide gender-sensitive protection services while strengthening capacities of local protection actors to increase safety and well-being of 20,000 displaced and war-affected people.   

• Purpose 2: Provide safe, habitable, and gender-sensitive shelter and settlements (S&S) solutions to 12,900 displaced and war-affected people, including improving access to suitable water, sanitation, and hygiene (WASH) facilities, while strengthening the capacities of local actors.   

CLEAR’s localized approach prioritizes capacity building of local civil society organizations (CSOs) to be effective responders, in line with USAID and BHA’s localization agenda. As the humanitarian repercussions of the conflict are expected to be protracted, building local capacity is critical early in the response to enable affected populations to address their own lifesaving needs. CLEAR has integrated reflection and learning to capture lessons from this approach that will be shared with USAID/BHA and the broader humanitarian community.  

ESSENTIAL DUTIES AND RESPONSIBILITIES   

The Office and Administrative Manager (OAM) will be an integral part of the CLEAR human resources and administration team based in Kyiv. The OAM be responsible for providing support in the areas of human resources, project/company registration, legal advisors/consultants, incoming/outgoing mail/deliveries, and general office management and logistics in close with the finance, operations, and security teams. The OAM will manage the relationship with the landlord and building, develop and carry out regular office processes such as supply ordering, office space management, event management, onboarding of new staff, and management and coordination of field and HQ staff travel. The OAM will also provide support for procurements, bookkeeping tasks, and other duties as assigned. The OAM will serve as the office receptionist for the CLEAR project while also managing 2 – 3 administrative assistants/receptionists in the same building. The OAM reports to the Director of HR/Administration.  

 Responsibilities and Duties: 

Office Coordination 

• Serve as liaison for building management with the landlord and all service providers, including cleaners, suppliers, delivery, mail, etc.  

• In close coordination with Operations teams, manage vendor/supplier relationships related to office equipment, services, supplies.  

• Assist with registration processes and develop/prepare legal documents in support of the Director of HR/Administration and Country Director. 

• Assist with setting up new employees and visits to Kyiv by HQ and other field staff, including travel and accommodation, welcome packets and security briefings, coordinating meetings and briefings with key Ukraine staff and partners, as required. 

• Manage all standard office administrative and reception tasks for a 50 to 70 person team. 

• Oversee and coordinate all event planning (in-office and external). Manage all office space use, including conference rooms for internal and external meetings as required. 

• Assist with mailing acknowledgment letters to donors. Develop and maintain organized filing system for Program correspondence as requested. 

• Manage day-to-day operations of the office including answering calls, greeting visitors, and directing them to the appropriate CLEAR staff member. 

• Review and prioritize, as necessary, all correspondences addressed to CLEAR, setting up processes to manage the efficient flow of documents related to HR/Administration.  

• Maintain office supplies inventory by checking stock to determine inventory level; anticipate needed supplies; submit purchase requests for office supplies. 

• Develop and maintain vacation and business travel calendars.  

• Supervise 2 – 3 Administrative Assistants and ensure collaboration and standardization of all processes and procedures across the various Global Communities projects.  

• Assist with any other duties as required by Supervisor. 

 Qualifications and Requirements 

• At least 4 years’ prior administrative and office management experience, preferably with an international development organization. 

• Bachelor’s degree preferred.  

• Proficiency in Microsoft Office including Outlook, Word, Excel, One Drive and SharePoint. 

• Ability to prioritize and multi-task in a fast-paced environment. 

• Strong interpersonal and communications skills required. 

• Self-organized and able to work under pressure 

• Ability to work in a professional environment and demonstrate professional work ethic. 

• Personal commitment to organizational values, work, and mission. 

Language skills    

Professional proficiency in written and spoken English, and Ukrainian and/or Russian. Must be able to read and interpret documents and communicate with others as necessary to perform job duties effectively.    

How to Apply

To apply, please submit your CV and cover letter to [email protected]. Please use the subject line “Office and Administrative Manager”. 

Applications will be reviewed on a rolling basis and interviews will be held once we have a strong pool of candidates. We recommend applying early. Only candidates selected for interviews will be contacted. Position is open until filled.