Administrative Assistant

Background:

International Medical Corps is a global, humanitarian, nonprofits organization dedicated to saving lives and relieving suffering through health care training and relief and development programs. Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, non-political, nonsectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at highest risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance. In Ukraine IMC has been implementing OFDA and UNICEF funded projects.

Position: Administrative Assistant

Category: Professional Level - Local Staff

Accountable To: Finance and Administrative Director

Job title of persons supervised: N/A

Work Location: Mariupol

Travel: Occasional travel may be required

Salary: Competitive as Per Organization Scale

Type of Employment: Fixed-Term Contract

JOB SUMMARY

Administrative Assistant will work in Mariupol and provide support to the IMC team in day to day office life, organizing office management, making travel/hotel arrangements, providing visa/TRP support for expatriate staff, translating administrative and HR documents.

ESSENTIAL RESPONSIBILITIES

General Administration: Administrative assistant duties and responsibilities include providing administrative support to ensure efficient operation of the IMC office and maintaining protocols as per IMC Standard Operating Procedures. The administrative job includes communicating via phone and email ensuring that all administrative duties are completed accurately and delivered with high quality and in a timely manner; provide support by entering, formatting and scanning information and documentation; organizing work schedules.

• Responsible for general office maintenance including ordering of office supplies and services, and maintaining accurate records.
• Interfacing with communications provider
• Provide general support to visitors.
• Handle incoming and outgoing correspondence.
• Ensure that the staff contact information is updated on a regular basis.
• Develop and maintain filing system.
• Provide translation of invoices and administrative documents.
• Provide translation, both written and real-time verbal.
• Writing minutes during the staff meetings.
• Scanning administrative and HR documents.
• Collecting attendance records and timesheets.
• Processing civil agreements.

Travel, Visa and TRP Support:

• Visa and TRP support to international staff.
• Processing tax codes for international staff.
• Making travel arrangements for IMC local and international staff.
• Arranging transportation and accommodation (taxi, hotel reservation, tickets) for IMC staff.
• Other ad-hoc duties as required.

QUALIFICATIONS:

Certificate of education, higher level of education desirable

• Bachelor's Degree
• Minimum 2 years' experience in an admin related work
• Knowledge or experience of NGO work desirable
• Excellent interpersonal skills
• Excellent verbal and written communication skills in English and Russian/Ukrainian
• Computer literate (including working knowledge of Microsoft Office)
• Excellent attention to detail, organizational skills and discretion with confidential information
• Ability to work independently and proactively
• Proven ability to handle challenging work load

How to Apply:

Qualified individuals should submit their applications as soon as possible.

A complete cover letter and resume in English, copy of diploma should be included in the application. Incomplete applications will not be considered. Only short-listed candidates will be contacted for the interview.

IMC is an equal opportunity organization that strives for diversity and employs qualified personnel without regard to gender, race, physical disability, religion