The Office/Administrative Coordinator supports the COMU Manager in the financial and administrative management of the SAFEMed Ukraine program.  S/he assists in the implementation of program activities by providing all administrative and logistical assistance, and assists with maintaining efficient office operations – copying/filing of documents, assists with reports and resources, scheduling and coordinating meeting/events and logistics, and administratively supporting project staff.

The Office/Administrative Coordinator is expected to follow the financial and administrative systems according to MSH policies and procedures and in compliance with USAID regulations.

This position is for locals only. No allowances or relocation available.

Provide administrative support to the COMU Manager to ensure smooth and efficient office operations 25%.

• Assist in preparing all the vendors payable vouchers, receiving and stamping all the invoices on the date they are received, attaching all the relevant approved Emails and Request Forms for cross reference on the invoices and double checking the previous payments to avoid double payments.
• Assist with Procurement, preparing Activity Profile, Advance Request, and Travel Arrangements.
• Handle necessary procedures where referring to procurement for office supply and/or equipment or as required.

Provide logistic support for booking travel and accommodations for staff and consultants, and in processing required authorizations (25%). 

• Search & provide information on transportation schedule; compile the best routes taking into account staff requirements
• Screen and book hotels in country for local and international staff and consultants
• Prepare necessary Travel in-country  and international authorizations 

Manage the front office/desk and provide general administrative support functions including but not limited to 20%:

• Faxing, copying, binding, drafting memos and letters
• Manage the main operations (receipt and issue) of the stationery, and office supplies stores and inventory of office items, and insure proper use
• Develop, maintain and update contact numbers and addresses of all staff, partners and stakeholders
• Prepare minutes and meeting notes in absence of Office/Administrative Coordinator 
• Process all incoming and outgoing mail and manage courier and transportation services.
• Manage work of cleaning lady, handymen, etc
• Communication with the Landlord on office space technical issues.

Assist in Coordinating conferences/ workshops and/other events 20%.

• Handle arrangements and assist in the logistics for meetings, retreats, and workshops.
• Coordinate logistics for all Project events and requested services including reserving conference/workshop venues, determining catering needs, preparing conference/workshop materials, assistance with arranging for the travel, lodging, and registration of participants, consolidating conference/ workshop evaluation result and maintaining any necessary records.
• Enter required information into on-line system for trainings/ events tracking

Provide communications and administrative support to country staff and consultants 10%

• Prepare correspondence and communicate on behalf of staff and consultants as required.
• Set appointments and provide translation or interpreting, if needed.

Required Minimum Education:

Required: Bachelor’s Degree in office administration or related area

Required Minimum Experience:

Required:

• 0-2 years of experience in an  administrative position 

Preferred:

Experience in administrative work of supporting an international team

Knowledge and Skills:

Required:

• Proficiency in Microsoft Office programs, especially Excel spreadsheets, Google Docs, Google Sheets, Google Drive required
• Fluency in Ukrainian and strong ability to communicate in English including reading, writing and speaking skill

Preferred:

• Experience with Ukrainian public health sector and familiarity with USAID
• Basicaccounting knowledge
• Knowledge of subject areas and relevant terminology strongly preferred

Competencies:

• Functional competencies: Detail-oriented with excellent interpersonal skills and ability to work in a team. Demonstrated organization, planning, time-management, and problem-solving skills. Ability, prioritize tasks and to take initiative. Demonstrated customer service excellence and superb oral and written communications skills

• Ensuring delivery of results: client focus, information sharing, priority setting, and problem solving

• Core personal competencies: ethics and values, integrity and trust, sound judgement, ability to work in a team-oriented environment; excellent listening, oral and written communication skills

• Core MSH competencies: adaptability, communication, problem solving, creativity and innovation, timeliness of work, quality of work and team relationships, resource utilization

Physical Demands:

Travel requirements: Ability to travel throughout Ukraine up to 20% of the time.

Keyboard use, Pulling drawers, Lifting papers <10lbs.,

Domestic travel may be required

Background Information

EEO Statement