Німецька НУО Forum Civil Peace Service (forumZFD) шукає Адміністративного асистента програми в Україні. Дедлайн -  8 березня 2017 р. (далі - англ.).

Administrative Assistant for our Programme in Ukraine

Location: Kiev, with occasional travel to Odessa.

Employer: Forum Civil Peace Service (forumZFD)

forumZFD (Forum Civil Peace Service) is a German non-governmental organization established in 1996. It strives for a culture of non-violence, where conflicts will be dealt constructively with the goal of ensuring lasting peace. With the help of qualified peace experts and the implementation of projects of the Civil Peace Service, forumZFD works on the development of nonviolent conflict transformation methods and tools for dealing with violent conflicts.

forumZFD implements programs in the Middle East, Western Balkans, Philippines, Cambodia, and Germany. Currently forumZFD is in the process of building up its programme in Ukraine by opening programme offices in Kyiv and Odessa. The forumZFD office will work with Ukrainian partners in the fields of civil conflict transformation and peace building.

Position Profile:

Line managed by the Country Programme Manager, the Administrative Assistant will play an important role in setting up the forumZFD Programme in Ukraine by providing an array of administrative and logistical support. The duration of the employment contract will be initially until December 2017 with possibility of extension. The estimated commencement of duties is 20 March 2017.

Duties:

-        Assist in setting up and maintaining Kyiv Regional Office administrative systems as per forumZFD requirements (e.g. office day-to-day running and purchases, staff and project related matters, administrative and financial documentation follow-up and reporting).

-        Revise and present financial documents in an accurate and timely manner.

-        Check the eligibility of expenditures and prepare payments (contracts, orders, invoices, delivery note, contracting procedure).

-        Prepare support documents and report on the office financial operations.

-        Procurement and follow up of suppliers and service provision contracts.

-        Keeping inventories of all office and project related goods.

-        In charge of filing, copying, scanning office documentation, sending emails and writing official correspondence to partners and institutions, as instructed by the line manager.

-        Assist in the preparation of documents for office registration, residence and work permits for foreign members of staff.

-        Assist in the logistic preparation of activities and events (e.g. booking travels, hotels, venues, meetings with interlocutors, corresponding with experts etc.)

-        Assist in the organization of the said events (conferences, seminars and round-tables) by venue booking, working materials preparation, refreshments organisation, taking notes and meeting minutes.

-        Follow up on the human resource files (especially sick leaves, annual leaves, duty trip requests )

-        Interpret consequently in meetings and translate documents from/to English

-        Perform other related duties as assigned.

Requirements:

-        Completed secondary education, University degree in a related field is a plus.

-        At least 3 years of administrative experience, preferably within the civil society sector.

-        The incumbent must be computer literate and have the ability to operate word processing programmes, to use spreadsheet applications and to maintain simple databases. Proven experience working with Microsoft Word and Excel is essential. Knowledge of finance and accounting software is a distinct advantage.

-        Experience in human resources is desirable.

-        Excellent organisational and planning skills and proven events management experience.

-        Ability to meet deadlines and to master office routines.

-        Prior experience working with national or international NGOs.

-        Professional fluency in English with excellent oral and written communication skills

-        Fluency in Ukrainian and/or Russian. 

-        Demonstrated attention to detail and self initiative.

-        Willingness to work overtime and travel on short notice.

-        Ability to establish and maintain effective working relationships with people of different national and cultural backgrounds whilst remaining impartial and objective.

-        Demonstrated gender awareness and sensitivity.

-        Driver’s license.

We offer:

-        Fixed term contract with a German NGO.

-        Competitive salary.

-        Possibility of further qualification.

Please send your CV and one-page cover letter in English by email to popova-glodzhani@forumzfd.de  with subject: ”Administrative Assistant last name, first name”, not later than 8 March, CoB. Interviews with short-listed candidates will take place in Kiev on 12 March, 2017.