Administrative Assistant

HEKS/EPER is looking Administrative Assistant. Base in Odesa with the possibility of business trips.

Administration Assistant supports facilities and office management functions at the site, and ensures compliance with field relevant policies and procedures, with substantive support from the Administration Officer, this role supports ensure that HEKS/EPER’s operations in Ukraine run seamlessly.

Tasks and responsibilities

Office Management:

• Assist in facilitating the smooth flow of routine office and guesthouse management 
• Assist in managing office supplies, maintenance monitoring, and the procurement of small furniture items and equipment for these office spaces efficiently. This involves overseeing supplies, scheduling maintenance, and procuring essential equipment efficiently.
• Support coordination travel arrangements for newcomers and visitors, which includes flight and train bookings, hotel reservations, and other travel logistics to/from office base.
• Assist in in the management and tracking of local contracts for office spaces and accommodation, ensuring compliance with organizational standards and local regulations. 
• Participate in building strategic partnerships with local vendors, positioning HEKS/EPER as a preferred client for cost savings and premium support.
• Day-to-day supervision of property management including cleaners, and office maintenance. Ensure the office and compound are clean and maintained at a routine schedule.

Guest House Management:

• Ensure that each contracted Guest House is well-maintained, tidy, and functional.
• Manages the guest house allocation for visitors based on availability (first arrived, first served basis)
• Manages the office cleaner schedule

Collect, record, and organize invoices and receipts, and coordinate with the finance department for timely payments

General Administration:

• Assist in staff permits, visas, and work permits monitoring and information updating.
• Take participation in preparing and submitting official administrative reports.
• Ensure proper management and coordination of staff travel arrangements including transport, security, orders.
• Actively participate in maintaining the administrative data, ensuring timely updates and accuracy
• Translation of any program or office documentation, as required
• Assist in training facilitation to all support staff to ensure the smooth, uninterrupted implementation.
• Assist with protocol matters, including documentation and communication with local authorities.
• Maintain regular contact with legal advisors, facilitating necessary documentation and information flow.

Collaboration & Reporting:

Work in close collaboration with the Administrative Officer and Supports Field Ops Manager, and related departments to ensure alignment between administrative activities and organizational objectives

Education and expiriance

• A master/bachelor's degree in Business Administration, Office Management, or a related field
• Minimum 2 years experience with office administration or facilities management.
• Experience in overseeing office operations and managing teams.
• Experience in navigating regulatory environments and liaising with government bodies.
• NGO experience as an advantage.

Skills:

• Proficient in office management software (e.g., MS Office Suite) and database.
• Excellent computer skills (MS Office: Word, Excel, Power Point), Internet
• Database management 
• Previous experience preparing and negotiation supply contracts, collection, and   management accounting documentation is preferable

Soft skills:

• Excellent organizational and multitasking abilities.
• Strong interpersonal and communication skills.
• Problem-solving aptitude and the ability to work under pressure.
• Demonstrated leadership abilities, with a focus on team collaboration and motivation.
• Ability to work on own initiative/proactive attitude.   
• Attention to detail

Language Requirements:

• Ukrainian or Russian as mother tongue. English A2/B1.
• Ability to draft clear and concise reports, presentations, and HR documentation.

HEKS/EPER offer:

• Official employment.
• Employment agreement - duration of the contract is 3 months extendable based on performance and availability of budget.
• Competitive and decent salary
• Social package in accordance with the Labor Code.
• Equipped workplace.
• Medical insurance etc.

Qualified candidates should send their CV and cover letter in English to      Відправити резюме till 15.11.2023.

Only short-listed candidates will receive notice requesting additional information through e-mail, please check it.