Mercy Corps is conducting operations in Ukraine and focusing on key emergency response sectors including food, shelter, cash assistance and livelihood support, protection services and water and sanitation with funding initially from USAID and United Nations agencies.  In April 2014, conflict broke out in Eastern Ukraine resulting in 5.2 million persons living in conflict-affected areas. Just as devastating, the UNDP estimates that 80% of the regular Donbas economy is not operational. In this conflict environment, Mercy Corps must project itself as an impartial, humanitarian organization that develops a reputation of high-accountability, quality work and with a clear understanding of humanitarian principles.

General position summary:

The ideal Administrative Assistant (AA) is a person capable of successfully supporting a start-up portfolio of emergency response activities in Ukraine. A program office will be located in Starobelsk (Luhansk oblast), with travels to Severodonetsk. The AA will directly report to Livelihood Officer and indirectly ensure that program operations are of the highest quality and standards and in line with Mercy Corps’ global and regional strategies. 

Essential job functions:

Administrative Support:

1. Support functioning of the Mercy Corps office in Ukraine, administrative work of the Mercy Corps office and program support operations;
2. Must have a clear understanding on all MC policies and program needs; must be able to help facilitate trainings to all support staff to ensure the smooth, uninterrupted implementation of all MC programs;
3. Assist in facilitating the adherence to Mercy Corps administrative, HR and logistics procedures and staff policies by support staff;

Other Specific Duties include, but not limit:

1. Responsible for the smooth running of the following office functions: reception of visitors, photocopies and mail services, translation services, etc.
2. Prepare duty roster staff; day to day supervision of property management and office maintenance. Ensure the office and compound are clean and maintained;
3. Assist HR and Administrative Officer for maintaining personnel files for Mercy Corps Ukraine staff;
4. Responsible for preparing ID cards for staff;
5. Assist in the collection of monthly timesheets and processing of payroll along with HR and Administrative Officers;
6. Assist HR and Administrative Officer and/or Finance Department irocessing payments for all service contractors;
7. Assist Finance Department in making cash payments to contractors in the field and maintaining payment sheet - as instructed by the Emergency Program Director;
8. Assist, as required, with coordination of administrative duties in other Mercy Corps offices.
9. File Mercy Corps documents as required.

Knowledge and experience:

• Minimum 2 years’ experience with office administration functions with a humanitarian non-governmental organization
• Computer skills (Word, Excel)
• Must be an independent thinker and have strong organizational skills
• Demonstrated experience scheduling and managing staff from multiple departments
• Fluency in Ukrainian/Russian (written and spoken) required.
• Fluency in English (written/spoken) is preferred.

Mercy Corps is an equal opportunity employer; female candidates are strongly encouraged to apply.

Success factors:

A successful candidate will have effective verbal and written communication, multi-tasking, organizational, and prioritization skills with an ability to effectively represent the organization and its interests to a diverse range of stakeholders. S/he will have demonstrated attention to detail, ability to follow, meet deadlines, and work independently and cooperatively with team members, and have strong people skills. 

Send electronic submissions to [email protected]  by Monday, April 25, 2016.