JOB DESCRIPTION

June 22, 2005.

    OFFICE ADMINISTRATOR, AFEW REGIONAL OFFICE IN KYIV
    
    I Terms of Reference:
    
    Place within the organiszation:
    • Reports to the Regional Director;
    • Shares some administrative responsibilities with other assistants, as part of a team.
    
    Job Location: Kyiv, Ukraine
    
    II Overall job objective:
    
    To assist the Regional Director and the Kyiv management team in all day-to-day administrative activities and job related responsibilities.
    
    III Responsibilities and tasks:
    
    Related to administrative duties:
    • To greet and assist all visitors in a friendly and professional manner;
    • To quickly, courteously and professionally handle all incoming and interoffice calls, faxes and mail;
    • To file all correspondence;
    • To make photocopies of documents on request;
    • To collect orders for subscription of newspapers, magazines etc.;
    • To inform the International Office of changes in working mode (e.g. about national holidays) and to take care of general office announcements (e.g. office team meetings);
    • To manage the (Deputy) Regional Director’s filing system;
    • To maintain a contact database of external contacts;
    • To support staff of other teams in day-to-day activities / to take on delegated responsibilities (requests of the management team however have priority);
    • To check the bills of selected servicing agencies (such as Express Mail, English lessons tutorium) and assure that services are provided properly and timely;
    • To arrange tickets, visas, accommodation, transport, as needed and in co-operation with the Facilities & IT Co-ordinator;
    • To keep minutes during internal office meetings;
    • To plan, organise, co-ordinate and facilitate receptions, client visits, meetings and conferences;
    • To conduct small research, as needed.
    
    Related to translations:
    • To translate correspondence and written documents, as needed;
    • To interpret at meetings and presentations, as needed.
    
    Related to Human Resource Management:
    • To maintain human resource related database (attendance, vacations, business trips);
    • To support and ensure smooth and full realization of the policy on ‘Employee Orientation Programme’.
    
    
    
    IV Contacts/Key Relationships:
    
    • Local authorities;
    • Other (international) national program related (N)GOs;
    • National and international media.
    
    V Requirements:
    
    Experience and Qualifications:
    • Fluency in spoken and written English, Ukrainian and Russian;
    • University or higher vocational training;
    • Minimum 1 year working experience as a personal assistant/secretary/translator;
    • Proven ability to organise / manage records;
    • Good knowledge of MS Word, Excel, Power Point, Outlook, Internet.
    
    Personal Skills/Additional Information:
    • Good communication skills and good team spirit;
    • Accurate, reliable and flexible;
    • Presentable appearance, pleasant communication manners and friendly attitude;
    • Ability to work under pressure, prioritise and multitask;
    • Ability to work both independently and as part of a team;
    • Ability to deal with confidential information;
    • Excellent organisational skills.
    
    Read and Approved:
    
    
    _______________________ _________________________
    Name of Employee Name of Direct Supervisor
    
    _______________________ _________________________
    Signature of Employee Signature of Direct Supervisor
    
    ________________________ _________________________
    Date Date