Executive Assistant

JOB OVERVIEW

Executive Assistant is the Senior
Officer in Support Services responsible for a wide range of administrative
and support services for the Ukraine Senior Management Team (SMT) comprising of
6 members. He/She will maintain excellent management and communications systems
to enable the Ukraine Senior Management Team to perform at the highest possible
levels. The position reports to the Country Director and works closely with all
other SMT members. Position would be based in Kyiv, but may entail travel to
other IRC field office locations in Kharkiv, Dnipro, and Odesa to provide
support to SMT members as needed.

KEY
RESPONSIBILITIES

Administrative
– Organize all meetings
where an SMT member is an initiator and an organizer, including
coordinating and setting agendas, taking notes and following up on action
plans as required.
– Follow up on travel
details, visas, temporary residency permits, powers of attorney and other
documents as may be required, accommodations, shipment of personal
belongings for SMT members upon their arrival to the CP and/or upon departure,
or in connection with their assignment in Ukraine.
– Provide assistance with
organizing business trips for SMT members, including follow up the
administrative department with booking tickets, accommodation, prepare
TAF, TER for SMT members.
– Coordinate schedules for
visitors to CP and provide logistics support as may be requested.
– Help with organizing
events, including quarterly SMT and ESMT meetings, including booking
venues and ordering catering in coordination with Supply
Chain/Administrative department, preparing agenda, ordering stationary and
required materials, etc.
– Be ready to perform and
assist with other administrative tasks at the request of an SMT member.

Communications
– Help with drafting
internal or external communication on behalf of an SMT member.
– Translate email communication into English or/and Ukrainian
languages, ensure proofreading of translated emails before sending on
behalf of an SMT member.
– Provide in-person interpretation into
English for SMT members if needed at meetings or events that take place in
Ukrainian language.
– Professionally and diplomatically represent IRC internally and
externally when needed.
– Maintain and update the
country program’s (CP) external contact list as well as the internal CP
mailing lists, including update of contacts in People Director and
updating emailing groups, Teams chat groups.
– Support in preparation of
presentations, reports as requested by an SMT member.

Project Management
– Identify gaps and manage systems/process improvement to enhance the efficiency of country inter-departmental work.
– Under the direction of the Ukraine Country Director, assist with other departmental needs and special projects.

Key Working Relationships:
Position Reports to: Country Director
Position directly supervises: N/A
Internal:
• Ukraine Country Director and all Ukraine CP Senior Management
Team members
• Frequent contact ESMT, Field Coordinators, HR, Supply Chain and Administrative
Teams

Job Requirements:

Education: Bachelor’s degree in Business
Administration, Marketing, International Relations or any related field.
Work Experience: 3-4 years of experience in a
similar role, preferably working in INGO environment

Demonstrated Skills and Competencies:
– Strong communication and
interpersonal skills: demonstrated ability to work effectively across and
within a large, complex organization, both laterally and vertically, and
diplomatically communicate with a variety of people in a multi-cultural
environment;
– Excellent organizational
skills: the ability to work independently in a fast-paced, detail-oriented
environment and efficiently organize the workflow of a fast-paced team; experience
of working in a matrix structure is preferred;
– Critical Thinking and
thinking out of the box;
– Proven attention to
details: the ability to track and process multiple details simultaneously
and accurately;
– Flexible work attitude:
the ability to work productively in a team environment and independently; be
adaptable to changes and uncertainty;
– Trustworthy with an
ability in maintaining confidential information;
– Strong computer skills:
ability to work effectively and accurately with MS Outlook, Word, Excel,
PowerPoint, and to adapt to new applications.
– Strong visual skills: the
ability to assist with preparation of charts and graphs in Excel and
PowerPoint;
– Solid writing and editing
skills: the ability to draft and edit professional documents and
correspondence in both English and Ukrainian;

Language: English and Ukrainian language proficiency is a must.

IRC employees are eligible to the following benefits:
– Competitive salary
– Purposeful job and development opportunities
– English classes and unlimited online training courses
– Life Insurance
– Medical insurance for staff and family members
– Free psychological support to employees and their family members
– 30 calendar days of annual vacation with flexibility beyond the legally set minimum requirements
– Up to 10 days of paid medical leave

PROFESSIONAL
STANDARDS

IRC builds diverse and inclusive teams of professionals who
promote team engagement, inclusion and cohesion, critical reflection, power
sharing, debate, and objectivity to deliver the best possible services to our
clients.

The International Rescue Committee is determined to protect the
people it serves, its staff and any person associated from all kinds of harm,
abuse, and violence, including sexual exploitation, abuse and harassment. It is
committed to taking all necessary preventive measures and creating an
environment where people feel safe and can report misconduct. IRC workers must
adhere to the core values and principles outlined in IRC Way –
Standards for Professional Conduct. These are Integrity, Service, Equality
and Accountability. The IRC also operates and enforces a set of complementary
institutional policies to protect clients and staff from harm and abuse through
the Adult and Child Safeguarding policies, the Respect at Work and
Harassment-free Workplace policies, the Anti-retaliation and Reporter
Protection policy, which are complemented by the IRC Global Reporting
guidelines. These commitments are accessible in English and in Ukrainian
language via this link: https://rescue.box.com/v/irc-safeguarding-policies.

Where misconduct is alleged, IRC follows a Zero-tolerance
approach and takes all necessary actions and corrective measures. The IRC
investigation unit comprises of experts and trained investigators that ensures
professional survivor-centered investigations are conducted if allegations of
safeguarding violations are reported through the safe and accessible reporting
channels that IRC makes available to its staff, partners, and clients. IRC
is also an active member of the Inter-Agency Working Group on Protection from
Sexual Exploitation and Abuse (PSEA) set-up in Ukraine.

Gender
Equality: IRC is committed to narrowing the gender gap in leadership
positions. We offer benefits that provide an enabling environment for women to
participate in our workforce including parental leave, gender-sensitive
security protocols and other supportive benefits and allowances.

Equal Opportunity Employer: We are an equal
opportunity employer and value diversity at our company. We do not discriminate
on the basis of race, religion, color, national origin, sex, gender, gender
expression, sexual orientation, age, marital status, veteran status, or
disability status. We will ensure that individuals with disabilities are
provided reasonable accommodation to participate in the job application or
interview process, to perform essential job functions, and to receive other
benefits and privileges of employment.