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

 The Administrative/Training Coordinator is expected to follow the financial and administrative systems according to MSH policies and procedures and in compliance with USAID regulations. The Administrative Coordinator is aware of, and adheres to, MSH’s Procurement Integrity standards in all activities.

Provide administrative support to the COMU to ensure smooth and efficient office operations (30%)

• 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 making travel arrangements
• Handle necessary procedures referring to procurement for office supply and/or equipment or as required

Coordinate 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 results and maintaining any necessary records
• Enter required information into online system for trainings/ events tracking

Provide logistic support for booking travel and accommodations for staff and consultants, and process required authorizations (20%)

• Search and 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

Provide communications and administrative support to country staff and consultants (20%)

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

Provide support to other Administrative Coordinator (10%)

• Process all incoming and outgoing mail and manage courier and transportation services (when other Administrative Coordinator is out of the office)
• Manage the main operations (receipt & issue) of the stationery and office supplies, maintain an inventory of office items, and ensure proper use
• Prepare minutes and meeting reports in absence of other Administrative Coordinator

Education

Required:

• Bachelor’s degree in business administration or related field.

Experience

• 0-2 years of relevant experience in an administrative position
• Experience in administrative work of supporting an international team preferred
• Experience with Ukrainian public health sector and familiarity with USAID preferred

Knowledge and Skills

• Proficiency in Microsoft Office programs, especially in Word and Excel spreadsheets, Google Docs, Google Sheets, Google Drive required
• Fluency in Ukrainian and strong ability to communicate in English including reading, writing and speaking skills required
• Basic accounting knowledge/skills 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 to prioritize tasks and to take initiative. Demonstrated customer service excellence.
• 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

• Availability to travel domestically as needed. (Appx 20% of time).
• Keyboard use, pulling drawers, lifting papers <10 lbs.