Консультативна місія Європейського Союзу оголошує набір персоналу на вакантні посади! Дедлайн для подачі аплікацій: 10 січня 2019 (12:00).

The Administration Assistant will report to the Regional Administration Coordinator. 

Duties and Responsibilities

The Administration Assistant will be required, in accordance with the EUAM Mandate, Code of Conduct and the General Service Conditions for Locally Contracted Staff Employed by EUAM Ukraine, Serving in Ukraine, to perform the following tasks:

• Assist the Regional Administration Coordinator with the daily support of the EUAM regional presence;
• Translate related documents from local languages to English and vice versa, arrange meetings and schedule appointments;
• Perform translation during meetings, take notes/minutes as appropriate;
• Assist the Regional Administration Coordinator in HR matters, including maintaining the duty rosters;
• Assist the Regional Administration Coordinator in finance related matters, including imprest account management and act as imprest account administrator (if needed); processing invoices and supporting documents, staff reimbursements and other;
• Coordinate in the Region low value procurement approved for petty cash and direct invoice payments, obtain all necessary financial documentation to support purchases;
• Conduct local market research for supply, services and works, liaise and negotiate with local vendors regarding proposals and information for purchase of equipment, materials and services;
• Provide assistance on office moves, reallocations and general distribution of logistics general supplies;
• Plan and maintain an adequate level of office supplies liaising with MHQ logistics; process visibility items requests; treat all related delivery/handover documentation;
• Be responsible for organizing and accounting for goods properly in the Region, according to instructions from the line manager, handle mission members requests and issue items in accordance with mission rules and procedures;
• Observe appearances and conditions of premises and equipment, report needed repairs, safety hazards, or conditions requiring outside vendor services; liaise with local vendors/services;
• Follow up on service routines for vehicles, weekly checks and corresponding reports; manage handover of vehicles and their inventory;
• Assist in the efficient execution of contracts relating to acquisition and maintenance/services contracts, including car insurance issues, produces reports concerning vehicle maintenance and damages;
• Arrange recovery of vehicles and carry out damage reports from the administration point of view in case of accidents;
• Coordinate with MHQ all Communication and Information Systems (CIS) related issues;
• Carry out office duties and maintain filing systems, file documents and recorded data in appropriate database, spreadsheets and all data related files; organize documents flow between HQ and RP
• Deal with information with confidentiality and discretion;
• Replace the Regional Administration Coordinator on his/her absence;
• Perform any other related tasks as requested by the Line Manager.

Qualifications and experience

Eligibility criteria:

• Enjoy full civil rights and do not have criminal record;
• Be in possession of Ukrainian citizenship and/or of a (still) valid residence and work permits according to Ukrainian laws;
• Have fulfilled any obligations imposed on him/her by the laws concerning military service;
• Successful completion of the Secondary Education attested by a Certificate;
• After having obtained the Certificate of Complete Secondary Education, at least three (3) years of proven relevant professional experience in one or more of the following areas (Administration, Finance, Human resources management, project management, Logistics, Transport or CIS) in the private and/or public sector, especially in positions requiring organizational skills, with a service oriented approach.

Essential criteria:

• Be physically fit to perform the duties relating to the post;
• Excellent communication skills of English, Ukrainian and Russian;
• Very good knowledge and experience of MS Office Suite;
• Ability to work on a multitude of activities at the same time and with limited supervision and focus on priorities;
• Ability to deliver work on time and to agreed standards, even under pressure.

Additional advantageous assets:

• Professional experience in an EU and/or International environment; 
• Experience of working in an intercultural environment, with respect of diversity.

Personality assets:

• Have strong sense of initiative, responsibility and autonomy;

• Build productive and cooperative working relationships with other staff members;

• Ability to work independently and harmoniously with colleagues and as part of a team, with respect to diversity;

• Punctuality, commitment to quality,  attention to detail, solid work ethics, willingness to work flexible working hours and still deal helpfully and courteously with all contacts.

To apply for the position and see more details please follow the link: http://www.euam-ukraine.eu/our-mission/vacancies / — Local Vacancies

You should be informed that according to EUAM-Ukraine Local Staff Application Procedure, only the applications using the standard Application Form (http://www.euam-ukraine.eu/our-mission/vacancies/) will be considered. Any other CVs, including those sent through this web site or other source will not be considered.