Support with organization and coordination of events, workshops, seminars etc. (including venue management, breaks, lunch etc)

Facilitate translations and interpretation either through freelancers or translation companies.

Assist in documenting procedures related to the above tasks. When required, provide backup logistics support.

Facilitate communication among fellow support function colleagues.

Establish IT company for support

Opening of official bank accounts as instructed and follow up on all related administration and processes

Ensure that all utility bills are settled in time and that there are no service interruptions

Provide Quality/Quantity assurance of goods provided to

Maintaining central stationery and other supply stock, keep the stock register updated for verification & replenishment purposes.

Verify that the register and the stocks match according to the inventory provided by the Logistician.

Provide market analysis of goods to be procured and quotations in line with the AA procurement policy

Maintain a data base of suppliers

Oversee the work of the Logistician and Finance Officer and be first point of contact for solving any issues they may have in carrying out their duties

Ensure record keeping of all LPOs, RFPs, Quotations and Tender Documents is done by Finance Officer

Check monthly financial transaction reports, petty cash reports etc sent by the Finance officer to ensure they are of good quality

Monitoring expenses reports, Netsuite reporting.

Monitoring cash \ bank payments for Company’s needs;

Work with reports and other company employees establishing proper and clear system of reporting;

Making office cash expenses reports, regulation of payments (bank\cash), advances to suppliers and reports;

Management and monitoring cash flow for all office needs;

Filling cashbooks, track and reconcile bank statements;

Making sure that Company’s financial procedures are followed, checking balance sheet accounts: prepayments, creditors and debtors’ accounts to ensure they are balanced and correct;

Monitoring subsidiary companies, partners: reporting on the status of their accounts, check in procedures, visits, providing all financial information to the financial management on regular basis;

Financial payments – cash and bank payments for different building and utilities works, budgeting, expenses reports etc;

1. Administration Management.

- Having admin stuff under supervision.

- Building successful administrative team.

- Administrative set up of the office. Design, development and implementation of system of office administration and logistical framework in accordance with Ukrainian Law and company principles;

- filing; selection, contracts with office and projects suppliers and other contractors like bank, lawyer, landlords, auditor, travel agency etc.;

- Set up a system of administration, logistics and finance support of the project and train reports in logistics, administration and finance;

- Set up of cooperation with officials: Tax Administration, Ministry of Foreign Affairs, OVIR, others;

2. Office & Logistics Management

- Monitoring and coordinating office suppliers (tea\coffee, emergency set (medicine), kitchen accessories, stationary etc), responsible for invoices, contacts, negotiations with suppliers;

- Coordination of company letterheads, business cards, other suppliers with company logotype: collecting requests, placing orders, distributing;

3. Financial Management.

- Monitoring expenses reports.

- Work with reports and other company employees establishing proper and clear system of reporting;

- Making office cash expenses reports, regulation of payments (bank\cash), advances to suppliers and reports;

- Management and monitoring cash flow for all office needs;

4. General Administration

- Responsible for maintaining complete confidentiality of all verbal and written communications;

- Organization and coordination VIP visits;

5. Building and Office Contrtuction<

- Responsible for design of the office according to company standards;

- Organization and coordination building works per scheduled timings;

- Responsible for issuing company's in-office facilities as per corporate colours, style etc);

- Financial payments - cash and bank payments for different building and utilities works, budgeting, expenses reports etc;

Other Responsibilities

- Organization of Special Company events (NY, Career Days, Conferences etc);

Major Responsibilities and Key Result Areas:

Administrative, Office Management, Office Logistics; Corporate events' management; Relevant Financial Management;

-Monitoring and coordinating office suppliers (tea\coffee, emergency set (medicine), kitchen accessories, stationary etc), responsible for invoices, contacts, negotiations with suppliers;