Senior Leadership Team Administrator

 Polish Humanitarian Action (PAH) is currently looking for a Senior Leadership Team Administrator to support implementation of the projects.

General information:

• Organization: Polish Humanitarian Action (PAH), Warsaw-based international non-governmental organization with representation office in Ukraine
• Position: Administrator
• Location: Kyiv
• Job terms: full-time
• Type of job: Labour contract
• Starting date: ASAP
• Duration: 12 months

About PAH:

Polish Humanitarian Action (PAH) is an international non-governmental organization which since 1992 has been providing humanitarian and development help worldwide. So far, the interventions have been carried out in 46 different countries. By possessing long-standing expertise in the implementation of projects in Water, Sanitation and Hygiene, Food Security and Livelihoods, as well as Nutrition and Education, PAH concentrates its global activities on ensuring sustainable and stable development of regions suffering from the consequences of armed conflicts, natural disasters and other humanitarian crises.

PAH has been present in Ukraine since August 2014 delivering humanitarian aid to the most vulnerable of the conflict-affected population. PAH provides assistance to internally displaced people, elderly and single mothers, working in the sectors of food security protection and livelihoods. PAH Ukraine is currently expanding programming from humanitarian to both early recovery and development-oriented interventions that provide sustainable livelihoods opportunities to the affected population.

For more information, please refer to www.pah.org.pl.

The role of Mission Administrator is one that requires a high degree of professional autonomy, flexibility and independence. The profile requires a person capable and comfortable working with and supporting a Senior Leadership Team (SLT) for the PAH Ukraine Country Office who focuses on the strategic Operational and Programmatic management of the PAH presence in Ukraine. The role also requires provision of support and coordination to the PAH Ukraine Country Office Senior Management Team (SMT) whose focus is the direct operational implementation and programmatic delivery of humanitarian assistance in Ukraine. 

Key Duties and Responsibilities:

Specific support to SLT

• Coordinate meetings with partners, stakeholders, and visitors.
• Receive, manage and respond to incoming external requests and queries for SLT members.
• Receive, manage and reply/coordinate relevant external correspondences as necessary.
• Receive & brief visitors at PAH Ukraine Country Coordination Office.
• Manage the SLT calendar(s), schedule meetings and appointments, and provide reminders.
• Organise & arrange travel for SLT members as necessary.
• Upon request, conduct research and information gathering for relevant Country Office requirements.

General tasks

• Organise & facilitate weekly SMT meetings, and bi-weekly All-staff meetings. 
• Develop and maintain an efficient documentation and filing system for all SLT related topics.
• Produce, distribute and file meeting minutes for SLT/SMT meetings. 
• Draft, control and manage general correspondence for SLT
• Produce reports, presentations, and briefs as needed. 
• Help with daily time management.
• Maintain clear communication channels throughout the office
• Communicate in office with all levels of staff to ensure coordination.
• Track the progress of weekly, monthly, quarterly and annual objectives
• Ensure compliance to organizational standards.
• Coordinate events and speaking engagements
• Organizing events and conferences

The successful candidate will be selected based on successful completion of an initial examination, interview and the requirements described below.

• Minimum one to two years experience in a human resources/administrative support function.
• Experience working in large (>25 persons) office setting. 
• An ability to manage, delegate, and directly implement multiple and various tasks.
• Solution oriented problem-solving and organizational skills.
• Ability to adapt to changing environments and reprioritise tasks as & when necessary. 
• Ability & willingness support positive team dynamics. 
• Confident, with a high degree of intiative, and intellectual curiosity.
• High functioning communication skills focusing on clear, concise, direct and timely messaging.
• Comfortable working & interacting with organisational senior leadership.
• Ability to quickly absorb, understand and effectively fill the role in the working environment.
• A university degree or equivalent demonstrable experience in international development, sociology, public administration, or other relevant field a plus.
• English language fluency (B2/C1 minimum).
• Ukrainian/Russian language fluency (C1/C2 minimum).
• Polish language skill an asset.
• Comfortable in public speaking.
• Demonstrable proofreading/editing skills.
• Familiarity with common office software.

What PAH offers:

• Work experience with the professional and flexible international NGO, which is one of the largest NGOs in the Central-Eastern Europe;
• Work in a dynamic and motivated team;
• Possibility to contribute to the development of protection programming of PAH;
• Competitive salary.

How to apply:
 

Please fill in the online application form and submit your resume and cover letter (total maximum of four (4) pages) in English as soon as possible. In your cover letter please indicate your earliest possible start date and identify at least two character references.

Please note that only short-listed candidates will be notified. Due to the urgency to fill the post, applications will be reviewed on a rolling basis. PAH reserves the right to close the job opening before the deadline. 

Closing date for applications is 30.04.2024.