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Project Office Manager for EU Project on Public Health (Kyiv)

Duty Station: Kyiv, Ukraine

Duration of Assignment: Minimum duration: 12 months, with a possible extension of up to 24 months

Full-time, contract based

Duties and responsibilities:

  • Overseeing appearance and functionality of the office premises and equipment to secure uninterrupted flow of day-to-day business;
  • Maintaining and updating administrative and financial files;
  • Developing and maintaining close working contacts and relations with Ukrainian governmental authorities and state institutions, beneficiary and donor organizations involved in the TA project implementation re. project registration, accreditation of GFA, visa and regular project activity support;
  • Prepare monthly budget forecast and submit requests for operating funds;
  • Managing of up-to-date accounting system/records;
  • Monitor bank accounts and maintain bank documentation;
  • Review accuracy of invoices and ensure that all required supporting documents are properly filed;
  • Budgeting/assisting with budgeting of all project related events, works, services; assisting with/preparing requests for administrative orders;
  • Assist in preparation of employment and fee-based contracts of locally contracted personnel;
  • Carry out payment of salaries or fees to all locally contracted personnel.

Detailed Duties:

1

Office management

1.1

Overseeing appearance and functionality of the office premises and equipment to secure uninterrupted flow of day-to-day business; closing and updating contracts with maintenance service/telephone line/internet providers and ensuring accurate monthly payments for their services; ensuring accurate monthly payments for public utilities/security service/telephone calls.

1.2

Identifying office needs in terms of equipment, materials and supplies and ensuring its availability and stock.

1.3

Maintaining and tracking fixed asset inventory control records.

1.4

Maintaining and updating administrative and financial files with necessary accuracy and confidentiality on the Share Point Platform in close cooperation with the project assistants.

1.5

Undertake other administrative tasks as assigned by the Team Leader/Head Office of GFA

1.6

Maintaining close working contacts and relations with Ukrainian governmental authorities and state institutions, beneficiary and donor organizations involved in the TA project implementation re. project registration, accreditation of GFA, visa and regular project activity support.

2

Budget & Finance

2.1

In close coordination with project assistants prepare monthly budget forecast and submit requests for operating funds. Ensure sufficient level of funds in bank accounts and petty cash box to meet payment obligations.

2.2

Managing of up-to-date accounting system/records to ensure timely, accurate and reliable monthly financial reporting according to EU and GFA procedures.

2.3

Monitor bank accounts and maintain bank documentation. Ensure that bank account statements are updated and accounts replenished.

2.4

Perform monthly bank and weekly petty cash reconciliations.

2.5

Review accuracy of invoices and ensure that all required supporting documents are properly filed.

2.6

Prepare bank and petty cash disbursements to staff and suppliers. Ensure that recipients acknowledge receipt of the payments and receipts are properly issued.

2.7

Perform preparation and execution of project payments/transfers.

2.8

Maintain the petty cash boxes and ensure security precautions.

2.9

Manage financial records/reports archive.

2.10

Provide training and coaching newly recruited staff on financial and reporting rules and procedures.

2.11

Budgeting/assisting with budgeting of all project related events, works, services; assisting with/preparing requests for administrative orders (approvals) for IB.

3

Human Resources Management

3.1

Maintain an overview of expatriate staff’s visa and local registration, and make necessary applications.

3.2

Assist in the recruitment process of local staff from publication of vacancies to signature of employment contract.

3.3

Assist in preparation of employment and fee-based contracts of locally contracted personnel.

3.4

Carry out payment of salaries or fees to all locally contracted personnel.

3.5

Maintain national personnel files, follow-up employment contracts amendments and termination of employment contracts.

3.6

Ensure proper and accurate tracking of all kind of staff leaves (sick leave, vacation, business trip etc.).

4.

Additional tasks assigned by the Team Leader

Required profile:

Qualifications and skills

  • University degree or academy diploma in a discipline relevant to this assignment;
  • 3+ years professional experience in the area of office management and admin support;
  • Experience in project office logistics, budgeting, financial control and procurement;
  • Experience in human resources management.

Competencies

  • Commitment to the principles of the European Union;
  • Excellent organizational skills, ability to work independently, strict adherence to completing assigned tasks in a timely manner;
  • Outstanding analytical skills;
  • Quality-oriented professional, constructive approach to obstacles and delays in planned performance;
  • Excellent writing skills;
  • Computing skills (minimum MS Office package);
  • Excellent communication skills, oral and written.

Language skills

  • Fluency in English and Ukrainian (written and spoken).

Deadline for applications is May 23, 2021. The interviews with the shortlisted candidates will be organised on May 24. However, some outstanding candidates may be invited for the interviews before the deadline and the position can be fulfilled. Therefore, we invite all the candidates to apply at earliest convenience.

Please send your CV and your motivation letter to: [email protected]

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