Асистент з адміністративних питань в Представництво НАТО в Україні/Офіс зв'язку НАТО. Дедлайн - 11 листопада 2018 р. (далі - англ.).

The Administrative Assistant is responsible for efficient administrative support to the NLO’s Front Office, with particular focus on supporting the activities of the NATO Military Liaison Office; the NATO Advisory Team; and the NLO Deputy Directors.

VACANCY NOTICE

TITLE:                                   Administrative Assistant

WORKING HOURS:               Full time

LOCATION:                            Kyiv, Ukraine

APPLICATION DEADLINE:    11 November 2018

The NATO Liaison Office in Ukraine (NLO) was established in 1999 to facilitate political and military co-operation between the Alliance and Ukraine. In recognition of the growing importance of the NATO-Ukraine partnership the NATO Representation to Ukraine (NRU) was established in March 2016. The NRU is composed of the NLO and the NATO Information and Documentation Centre (NIDC), and is headed by the Director of the NLO (D/NLO).

The Administrative Assistant is responsible for efficient administrative support to the NLO’s Front Office, with particular focus on supporting the activities of the NATO Military Liaison Officer (NMLO) and Assistant NMLO; the NATO Advisory Team; and the NLO Deputy Directors (DD/NLO). 

The Administrative Assistant reports to D/NLO through the DD/NLO and the NMLO. He/she works in coordination with the Administrative and Logistics Manager and other members of the NLO Front Office.

 1.      TASKS AND RESPONSIBILITIES

• Maintain NMLO and DD/NLO calendars, including co-ordination of the use of office vehicles for staff engagements; maintain/update NLO electronic and physical files/folders;
• Arrange meetings with Ukrainian authorities, Allied/Partner embassies and incoming experts, NATO structures and other international organizations;
• Put together material/folders for meetings/missions in coordination with other NLO team members as required;
• Help organize and prepare meetings, roundtables and conferences both in and outside of the NLO’s premises;
• Translate draft of outgoing letters prepared in English into Ukrainian and prepare routine correspondence; perform minor translation jobs;
• In coordination with the Administrative and Logistics Manager, assist in preparation of arrangements (including hospitality requests, preparation and distribution of invitation cards) for, and oversee hospitality functions hosted by NMLO including on-site support;
• Assist with flight and hotel bookings, assisting with the preparation of incoming visits by NATO delegations;
• Answer phone calls, welcome visitors, receive and track correspondence;
• Contribute to overseeing day-to-day tidiness of assigned NLO offices and meeting rooms as appropriate;
• Assist with the procurement, maintenance, and inventory of office equipment, stationery, etc., in line with applicable NATO HQ financial rules and regulations;
• Liaise with relevant Ukrainian authorities on office-related administrative issues;
• Perform other tasks as assigned.

The Administrative Assistant will be expected to support or stand in for other members of the administrative team during absences or busy periods and to work on other tasks as requested by D/NLO or his/her designated representative(s).

In his/her work, the Administrative Assistant makes innovative proposals about how best to meet his/her objectives. Time and workload permitting, he/she is also free to contribute to policy-oriented activities which the team implements.

 2.      QUALIFICATIONS AND SKILLS

Essential qualifications and skills:

• The incumbent must hold a degree or equivalent qualification in a relevant discipline from a university of recognised standing;
• Minimum 3 years of relevant work experience; experience in an international environment (international organization, NGO or embassy) is an advantage;
• Full professional fluency (both written and spoken) in English, Ukrainian and Russian, including ability to draft reports/correspondence;
• Excellent computer skills: Microsoft Office (particularly Excel); typing ability in English and Ukrainian; formatting experience
• Internet research skills;
• Handling filing, statistic and reporting systems;
• Maintaining and improving information flow;
• Strong communication and negotiation skills;
• Basic knowledge of diplomatic protocol;
• Attention to detail;
• Time management, ability to work under pressure;
• Be highly motivated and pro-active, as well as work effectively as a team member; and
• Share work values like responsibility, honesty, integrity, confidentiality.

Desirable qualifications and skills:

• Strong accounting skills and solid drafting skills; and
• Excellent interpersonal skills.

Applicants should possess Ukrainian citizenship/valid work permit.

 3.     CONTRACT AND REMUNERATION PACKAGE

The successful candidate will be offered a locally engaged staff contract for an initial duration of 1 year (renewable) after successful completion of a three-month probationary period.

An attractive package will be offered to the successful candidate, including a.competitive salary, generous health, accident and social insurance, and 30 days of paid leave per year in addition to public holidays.

The successful candidate will receive a contract following a background/security check. This new position is subject to budgetary approval and availability of funds.

 4.     HOW TO APPLY

Interested qualified candidates are invited to apply by e-mail to: [email protected] enclosing the following materials (in English):

• a CV/Resume;
• a short personal statement (max. one page);
• at least one letter of reference, preferably from a previous or current employer.

Please indicate the position (Administrative Assistant) you are applying for in the email’s subject line

5.     DEADLINE

The deadline for submission of the required documents is 11 November 2018. Only shortlisted candidates will be contacted for interview. Earlier applications are strongly encouraged.