TERMS OF REFERENCE

Title: Administrative Assistant

Job Holder Name:

Department: Administrative Assistant

Reports To: Administrative Officer/Coordinator / Manager

Duty Station: Kyiv, Ukraine

Issue Date: 12/12/2023

Job Grade & Level: Assistant

Updated On: 13/02/2024

Objective/Purpose of The Role

Under the line management of the Administrative Officer/Manager, The Administrative Assistant will support the unit with all the following:

Main Roles & Responsibilities

Administration

• Provides orientation for new employees by providing information packets, reviewing company policies, gathering withholding and other payroll information, explaining benefit programs, and obtaining signatures for documents.

• Documents and tracks HR actions by completing forms, reports, logs, and records.

• Ensuring good archiving system. Scanning and archiving the staff documents and other files using the current archiving system (hardcopies and softcopies). By recording and control the hiring process, termination, change in job descriptions, and merit increase dates as well as tracking vacation, sick, personal time and other.

• Labelling each folder and creating a follow up tool in order to facilitate the searching of each file.

• Assist and provide guidance in preparation of travel plans, review travel claims, prepare travel orders; issue travel advances.

Finance

• Assist in the preparation of documents for admin, programs and finance payments;

• Support the timely review of the cashflow of local accounts to ensure sufficient funds for disbursements.

• Process payments; check that documents are complete, correct and compliant with the rules, regulations and procedures;

• Provide information, explanations and guidance on basic rules and procedures;

• Ensure that the accounting records (disbursement and receipts documents) and corresponding justifications are complete and properly filed;

• Recording into the Accounting System the transactions made during the day.

• Act as bank focal point; carry on the reconciliation and follow up on bank documents;

• Ensure that monthly bank statements of accounts of the Office are received on time for the monthly closing of accounts;

• Cashier of the petty cash; ensure that all necessary receipts are provided and keep updating the register of petty cash.

General activities

• Support and deliver any documents and accounting registrations to the Outsourcing Provider for the Human Resources, Accounting and Tax for the correct report to the Gubernamental institutions and others controllers.

Preferred Qualifications and Skills:

• University degree in Accountancy, Business Administration, Commerce/Finance, or a related field from accredited academic institution, with two years of relevant professional experience in accounting or finance; or

• Curses or Diplomas in related areas.

Experience

• Previous work experience in international humanitarian organizations, non-governmental or governmental institutions/organizations in a multicultural environment is an advantage.

• Knowledge of relevant financial discipline.

• Experience establishing and monitoring internal control procedures to prevent fraud and mismanagement.

• Experience monitoring compliance of institutional financial policies and guidelines.

• Experience operating accounting/finance software is an advantage · Proven ability to maintain confidentiality.

• Knowledge of information technologies.

• Administrative and time management skills.

Skills

• Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints; accurate and detail oriented;

• Excellent level of computer literacy especially in Excel and Windows Package.

• Impeccable track of timely service delivery.

• Strong ability to plan work ahead and respect deadlines.

• English proficiency is highly desirable and is an advantage.

The above list is a non-exhaustive one, nor limitative. You could be asked other responsibilities and tasks within the framework of your job on demand of the direct line manager.

The recruitment process may be closed early if a suitable candidate is found. Due to the large number of applications, we apologize in advance and will only respond to profiles suitable for the position.

Please send your CV and Resume Letter in English (max. 1 pages) by email to [email protected] with objective> Administrative Assistant_Kyiv, no later than March 6th 2024 at 23;59 Kyiv Time.