Administrative Assistant

Administrative Assistant – (210001V9)

TITLE: Administrative Assistant

TEAM/PROGRAMME: Ukraine Country Office

LOCATION: Sloviansk, with possible travels around Ukraine (GCA, NGCA)

CONTRACT LENGTH: till 31 Dec 2021 with possible extension

CHILD SAFEGUARDING: Level 3: the post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.

ROLE PURPOSE: support the HR/Admin Sr. Officer and country programm staff in a daily administrative maintenance of Slovyansk; external liaison, and general administration and office management, including travel and accommodation, office support, preparation of payment documentation, appointment (and attending) external meetings, and other ad-hoc duties as required.

SCOPE OF ROLE:

Reports to: HR & Admin Senior Officer

Staff reporting to this post: None

Budget Responsibilities: None

KEY AREAS OF ACCOUNTABILITY :

General Administration

• Support in implementation of office processes and protocols as per SCI Standard Operating Procedures, health and safety;
• Initiate the payment requests for all SCI rented premises (incl. apartments for International staff, arranging accommodations for visitors, Office in Sloviansk, etc.)
• Initiate other related payments
• Monthly reports on Corporate credit card, taxi use reports
• Support to HR/Admin Sr. Officer in monthly budget planning for Sloviansk office
• Submit payment documents to Finance department based on duly approved documents;
• Ensure all payments are supported with appropriate back-up documents;
• Supports with office supplies and assets procurement orders
• Responsible for general office and guesthouse maintenance including re-ordering of supplies and maintaining accurate records;
• Support of HR/Admin Sr. Officer with preparing and updating documentation (contracts for suppliers; lease agreements etc.)
• Responsible for ordering/organization of all the transportation and accommodation needs for all the visitors;
• Support HR/Admin Sr. Officer in arrangements of events (trainings, conferences), meetings with key stakeholders
• Assist in preparing reports to management and other stakeholders;
• Ensure all the documentation are kept safe and confidential, and update the HR/Admin Sr. Officer on the progress of relevant admin work
• Provide efficient support to international staff and visitors, arranging transportation and accommodation.
• Prepare documentation for support staff (contracts for support, act-invoices, recommendation letters, travel reports etc.);
• Liaise with a travel agent for arranging travel and booking of plane tickets
• Support with translation and interpretation when needed;
• Responsible for maintainance of administrative supplies in the office
• Support of HR/Admin Sr. Officer with communication with relevant suppliers/ local authorities with issuing and registration of Country Office’s documents/ certificates (including necessary supportive documents for international staff members);
• Responsible for correspondence with suppliers/ stakeholders, etc

BEHAVIOURS (Values in Practice)

Accountability:

• holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
• holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale.

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
• values diversity, sees it as a source of competitive strength

• approachable, good listener, easy to talk to.

Creativity:

• develops and encourages new and innovative solutions
• willing to take disciplined risks.

Integrity:

• honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS

• Certificate of education, higher level of education desirable

EXPERIENCE AND SKILLS

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

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Location: CITY OF SLOVYANSK

Employee Status: Fixed Term

Closing Date: Ongoing