About DAI

DAI is a global development company with corporate offices in the United States, the United Kingdom, EU, Nigeria, Pakistan, and Palestine and project operations worldwide. We tackle fundamental social and economic development problems caused by inefficient markets, ineffective governance, and instability. DAI works on the frontlines of global development. Transforming ideas into action—action into impact. We are committed to shaping a more livable world. DAI and its employees are committed to confronting racism and holding ourselves accountable for positive change within the company and in the communities, cultures, and countries in which we live and work.  DAI is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. DAI upholds the highest ethical standards. We are committed to the prevention of sexual exploitation, abuse, and harassment as well as other ethical breaches. All of our positions are therefore subject to stringent vetting and reference checks.

DAI is seeking qualified candidates to occupy full-time Office Administrator position in Kyiv HOVERLA office to join USAID Governance and Local Accountability (HOVERLA) Activity’s team. Interested candidates should submit their application through the following portal:

https://fs23.formsite.com/OLJTgx/yhwh62wp54/index

Applications will be accepted until 22 June 2023. Due to a high volume of applications received, we are unable to contact each applicant individually regarding the status of their application. Only shortlisted candidates will be contacted in response to this job advertisement.

Project Background

The purpose of HOVERLA Activity is to facilitate the creation of Ukrainian local governance systems and processes that are more self-reliant, accountable to citizens, inclusive and able to provide services. The Activity has three objectives:

• •  Objective 1: Ukraine’s system of local self-governance is increasingly institutionalized and effective
• •  Objective 2: More self-reliant subnational governance
• •  Objective 3: Citizens play an increasingly influential role in local governance processes

Position Overview

The Office Administrator ensures proper flow of the Kyiv office procedures and provides support to the HOVERLA team and the senior management. The Office Administrator oversees maintenance and proper operation of the office equipment and keeps the office supplies in stock. This role includes working closely with the HOVERLA leadership team by handling clerical duties, coordinating calendars, and organizing meetings, and performing other duties as required.

Objectives and Duties:

• •  Responsible for ensuring that project property is well-maintained, kept clean, used solely for intended official purposes, and used in accordance with terms and conditions of lease or rental agreements.
• •  Ensure that each lease and rental agreement is kept in its appropriate file location according to the Project Record Map, and that requests for payments are submitted promptly to the Finance department.
• •  Create a log for all contracts and service agreements related to the HOVERLA offices throughout the country and process notification and paperwork of renewals 60 days prior to the end dates.
• •  Submit requisitions for all related services and accommodations in TAMIS related to staff and facilities.
• •  Leads the inventory entries for the main office in Kyiv and oversees the regional offices’ inventories.
• •  Work with the regional administrative assistances in all regional offices on upkeeping the facilities and inventory entries in the system. Answer phones, politely addressing callers and providing connections/information as directed.
• •  Greeting HOVERLA office visitors and direct them to the meeting locations.
• •  Assist in logistical arrangements for travelers and training sessions as requested.
• •  Maintain HOVERLA correspondence and documentation registration system.
• •  Manages the process for stocking and maintaining office supplies.
• •  Maintain accurate and complete operational record-keeping and filing systems.
• •  Ensure that administrative records are well-organized, maintained and updated.
• •  Maintain communication with DAI’s home office staff on administrative and operational aspects of the project.
• •  Maintain relationships with the landlord, office building management, and vendors or suppliers who provide administrative and/or operational project support.
• •  Support receipt and timely distribution of mail, DHL and other communications to responsible project staff.
• •  Coordinate conference room bookings on an as needed basis.
• •  Keep the inventory log up to date and accurate, make sure all asset items are labeled properly and in time. Perform inventory reviews annually.
• •  Prepare accurate and timely reports and other project documentation as required; maintain project files.
• •  Keep respective activity records in DAI corporate system (TAMIS).
• •  Create and maintain contact lists of HOVERLA staff, counterparts, trainees, etc.
• •  Assist in managing and accepting the work of companies delivering various services (cleaning, repair and maintenance, installations etc).
• •  Assist in coordination of relations and logistics among the Kyiv Office, its partners-cities, and other international and local stakeholders.
• •  Provide full range of administrative support services to HOVERLA consultants including, notes taking, reporting, editing, translating, etc.
• •  Perform other related tasks as requested.

Qualifications:

• •  Bachelor’s degree or equivalent.
• •  At least 4 years of work experience in administration, facility management or related field.
• •  Proficiency in using Microsoft office suite and other relevant software.
• •  Good command of English.
• •  Proficiency in Ukrainian.