Наша сторінка на Facebook Наша сторінка у Twitter Наш канал Youtube
subscribe for news
Email
subscribe
unsubscribe

Krayina Dobrodiy foundaton
Nova Doba newspaper about Kyiv and Kiev region
NGO parliamentary club
Ukrainian Helsinki Human Rights Union
Civicua.org

 

 NEWS


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


Supported by Eurasia Foundation Supported by Eurasia Foundation

 Self-organization of population Institute