Reporting to Head of Operations, the Operations Assistant will be responsible for a variety of tasks including managing organizational events, coordinating travel and itineraries, drafting correspondence, attending meetings and drafting minutes, maintaining office smooth operations: initiate purchasing of office supplies, arranging for IT support etc. The incumbent will also perform accounting functions in line with the HQ accounting system and requirements of the Ukraine legislation.
This position requires professionalism, strong written and verbal communication skills, attention to detail, and the ability to think logically and follow a process through to completion with minimal supervision.
Location: Kyiv, Ukraine
Travel: 10% of time
Reporting to: Head of Operations
Staff reporting: None
Key functions:
- Organize in-country and international travel arrangements, including bookings, accommodations, visas, and tickets.
- Ensure that the office is run in a professional and responsible manner, including hosting guests, cleaning, etc.
- Timely purchase office supplies.
- Troubleshoot technical glitches, including internet, phones, printers, network, etc.
- Provide assistance with preparing official correspondence and instructs new staff on how to prepare official correspondence.
- Establish and maintain appropriate filing systems for office correspondence. Receive and dispatch mail.
- Set up all staff meetings and collect inputs for the agenda; maintain notes of the SMT meetings and log of action points resulting of all staff meetings.
- Support procurement processes: develop task orders, conduct price comparison, draft contracts for purchase of materials, equipment and/or services.
- Coordinate/prepare reports, agendas, presentations and other materials for senior management; ensuring advanced distribution as required.
- Assist in the organization of workshops, training sessions, and external events.
- Arrange for meetings and conferences with outside parties and provide research for external meetings.
- Support recruitment processes by organizing interviews, handling candidate communications, and assisting with onboarding.
- Maintain inventory of office assets, ensuring proper documentation and record-keeping.
- Provides executive support to the country director.
- Perform other relevant duties as organizational needs dictate.
- Abide with all CIVIC security and operations policies and procedures.
Skills/Qualifications:
- Four-year degree or equivalent work experience.
- 3 years of similar experience; however, training will be provided.
- Familiarity with accounting systems is mandatory.
- Active and curious mind, an ability and desire to learn new skills, strong writing skills including copy-editing.
- Good interpersonal skills to effectively interact with all levels of staff.
- Capacity to work both independently and as a member of a team.
- Ability to define problems, collect data, establish facts and draw valid conclusions.
- Working knowledge of Microsoft Office Programs (Word, Excel).
- Experience with Google Apps (Gmail, Calendar, Google Drive, G+, etc.), Dropbox and Slack are strongly desired.
- Experience in using AI tools strongly desired.
- Good oral skills to effectively present information and respond to questions.
- Ukraine and English language fluency is required.