Pact запрошує Адміністративного/у асистента/ку / Pact seeks Administrative Assistant, PHS R&R

Pact Overview

At the heart of Pact is the promise of a better tomorrow. A nonprofit international development organization founded in 1971, Pact works on the ground in nearly 40 countries to improve the lives of those who are challenged by poverty and marginalization. We serve these communities because we envision a world where everyone owns their future. To do this, we build systemic solutions in partnership with local organizations, businesses, and governments that create sustainable and resilient communities where those we serve are heard, capable, and vibrant.

Pact is a recognized global leader in international development. Our staff have a range of expertise in areas including public health, capacity development, governance and civil society, natural resource management, poverty, fragile states, monitoring and evaluation, small-scale and artisanal mining, microfinance and more. This expertise is combined in Pact’s unique integrated approach, which focuses on systemic changes needed to improve people’s lives.

Position Purpose

Administrative Assistant for the USAID/ Public Health System Recovery and Resilience Activity. This activity will strengthen public health capacities, standards, outreach services, and access to essential health care services during crises such as COVID-19 and other public health-related challenges, as part of supporting Ukraine’s pathway to self-reliance. This is a five-year activity started in May 2022 and active till May 2027.

This employment assignment is fixed-term for up to three years.

Key Responsibilities

Administrative Assistant is expected to act as first point of contact for visitors and provide administrative support for the project and, under supervision of the Operations & HR Manager. 

Specific Duties

• Greet visitors as they enter/exit the office in a professional manner and escort them to their appointment meetings when necessary
• Handle calls and electronic communications, and routing messages and information to appropriate individuals
• Make sure that office facilities are clean, orderly, and safe
• Ensure that basic office equipment is ready-to-use
• Keep office supplies in stock, distribute office supplies among staff, track consumption and timely re-order office supplies
• Make conference room bookings upon requests from staff members
• Assist with organization of internal events/trainings for staff
• Maintain/update staff list and staff contact details, emergency contact information, and group email lists
• Support travel/logistics arrangements by ordering tickets and maintaining a project travel schedule.
• Regularly audit office inventory, update, and maintain office supplies files
• Assist with orientation of new joining staff
• Act as a point of contact on IT queries for staff and IT Manager / support provider
• Employee complies with all company policies and procedures, including completing all compliance training topics by the deadline to satisfy each and receiving the corresponding acknowledgment statement that the training has been completed.
• Any other activities assigned by direct supervisor

Basic Requirements

• High School diploma and 3 years relevant experience or equivalent combination of education and experience.
• Fast learner, pro-active attentive to detail,
• Good time management skills and ability to work in multi-cultural environment
• Good writing, reading, and speaking skills in Ukrainian/Russian
• Basic writing, reading, and speaking skills-in English
• Excellent interpersonal skills
• Proficiency using Microsoft office and other relevant software
• Ability to multi-task and prioritize tasks

Preferred qualifications

• English B2 and higher
• Experience with task management tools (MS To Do, Todoist, Trello, or similar) .
• Strong skills in MS Outlook, OneDrive, SharePoint, Excel.

To apply please send cover letter and CV to [email protected] no later than October 23, 2023.  Only shortlisted candidates will be contacted.

Pact is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity or expression, marital status, disability, genetic information, age, citizenship status, genetic information, matriculation, family responsibilities, personal appearance, credit information, tobacco use (except in the workplace), membership in an employee organization, or other protected classifications or non-merit factors.