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
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Date Date
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