• Oversee the administration team on office administration, inventory management of office supplies, facility management, and travel support.
• Contribute to the development and review of ADMIN policies, procedures, guidelines, and business processes, to ensure that everything we do is efficient, cost effective and legally compliant.
• Contribute to the wider organizational agenda, including developments within Save the Children globally.
• Support the Finance/IT/Admin Director in the creation of the ADMIN strategy.
• Collaborates with Supply Chain & Procurement in ensuring lease contracts for office/staff houses are processed timely and advise senior management on lease renewals and new contracts.
• Ensure facilities are compliant with Health and Safety regulations.
• Oversee the annual preparation of ADMIN budget & Accommodation plan.
• Ensure administrative support such as travel to staff, guests, visitors, as needed.
• Ensure different administrative reports/trackers are updated.
• Ensure administration team provides support on staff traveling on cross border staff movement.
• Collaborates closely with Finance team for monthly cash forecast needed for administrative support.
• Provides technical support to different administration teams in different area offices across the Country.
• Comply with Save the Children policies and practice with respect to child safeguarding, code of conduct, health and safety, equal opportunities and other relevant policies and procedures.

RESULTS

• High performance ADMIN team created
• Effective leadership of the team
• ADMIN coordination of five area offices (Mykolayiv, Kharkiv, Dnipro, Sumy, Chernivtsi) including Country Office in Kyiv
• ADMIN Budget Management of about $2m annually (ADMIN Ukraine)
• Facility Management (Office Space of about 2000+ sq.m. and more than 20 guest houses)
• Contract Management
• Active participation in the tender procedures
• ADMIN internal communications established
• Travel/Visa/TRP active support
• Winterization actions at place
• S&S procedures & mandatory actions at place
• Corporate events management
• Wellbeing planning & implementation

• Hold full accountability for the sites operation, cost management, service delivery and front facing services for the internal clients
• Provide personal leadership and effective management of a wide range of activities for hard and soft services
• Ensure tasks, KPIs & improvements are achieved and maintained
• Follow & implement ADMIN high standards of servings the internal clients
• Manage facility growth, design and construction plans and executions
• Ensure a cost-effective Maintenance Program for all buildings, plant, systems and equipment is in place
• Implement & follow Preventive Maintenance Policy for the equipment & Life Support Systems
• Develop status report, data validation, data analysis
• Negotiating contracts and agreement with vendors
• Hiring and training staff (onboarding procedure)
• Delegating tasks to administrative staff and monitoring daily operation
• Acting as a liaison between the employees and upper management when it comes to financial and administrative issues
• Developing and promoting policies that ensure positive interaction between administrative staff and other personnel
• Making changes to increase efficiency in the workplace
• Generating monthly/annual workflow finances (budgeting)
• Organising the workplace so that the workflow is streamlined
• Organising general cleaning services for the supervised facilities
• Perform tenders & market monitoring in terms of the supplying the facilities with products & household items, services
• Contracts management (lease, goods supply, construction, other services agreements)

RESULTS

• Managed 24000+ m2 of office, production and warehouse premises
• Opened Offices in Kyiv, Kharkiv, Vinnytsya, Lviv, Uzhhorod, Ivano-Frankivsk, Mukachevo, Vynogradiv
• Launched production sites / warehouses in Kyiv, Mukachevo
• Started a new production site of more than 13000 m2 of production & office premises (team work)
• Effectively led three teams of happy Office Managers, Tech Specialists & Travel Managers (16 employees in total)
• Recruited and managed $300k admin budget monthly
• Well & timely performed more than 5000 m2 construction projects from the scratch
• Saved $300k per year as a result of Tender for Cleaning Services

• Directly responsible for WIX Whaaat Project (550 sq.m.)
• Design Concept, Construction Tender & Works, Budget CAPEX & OPEX are well organized/performed/managed according to given procedures
• Closely cooperating with the management of the company
• Developing and maintaining relationships with stakeholders of the project
• Preparing monthly financial projections
• Performing data collection on projects' implementation
• Reporting

RESULTS

• Managed the Budget up to UAH 12 mln with great deliberation
• Good team spirit and mutual understanding reached within the team
• Successfully performed the tenders, managed the budgets, defined the suppliers of the respective services

• Hold full accountability for the site operation, cost management, service delivery and front facing services at the client facilities
• Provide personal leadership and effective management of a wide range of activities for hard and soft services
• Ensure improvements are achieved and maintained
• Follow & implement GWS high standards
• Managed facility growth, design and construction plans and executions
• Practice rigorous management/assessment of supplier KPI's
• Ensure a cost-effective maintenance program for all buildings, plant, systems and equipment is in place
• Identify scope expansion opportunities through collaboration with Area and Account leadership
• Develop status report, data validation, data analysis
• Coordinate global projects

RESULTS

• Customer transition phase completed successfully
• Effectively lead a team of 15 employees
• Recruited and manage UAH 1,5 mln a month budget
• Performance of the Account Business Plan is ensured through the budget management and baseline establishment
• Customer transition project in Russia

• Directly responsible for 30+ residences & office building of 1127 sq.m. in Kyiv
• Ensured that premises, equipment and infrastructure, were well maintained according to given procedures
• Supervised the staff in the maintenance of premises (including domestic staff)
• Ensured proper storage of material or equipment for the use of the department
• Participated in lease agreement negotiations

RESULTS

• Successfully renegotiated all the contract prices for all the residences rented from the last year in the KYI Premises List. Around CHF 2368,2 saved per a month
• The brokerage fee renegotiated down to 40% instead of 50% initially set up.
• Two assistants, the technician and 15 cleaners supervised with respect and dignity. Good team spirit and mutual understanding reached within the team.

• Assisted in setting up and forwarding strategic/operational decision-making framework for Managing Directors in different companies within Europolis Group
• Supported other Office Managers in different companies within Europolis Group
• Administrated and managed of facilities (daily office activities, maintenance of building systems and office premises, internal network, reviewing real estate offers, managing facilities operating budget, move coordination etc.)
• Supported payment transactions of management company Vienna

RESULTS

• Built strong relationships with Management Companies of the Office Buildings
• Successfully obtained necessary permissions from the State Authorities
• Was responsible for corporate events organization

• Coordinated low-value purchases
• Managed Suppliers
• Performed duties as interpreter during official meetings with international partners & delegations
• Business travel support
• Administrated office

• Corresponding with foreign and local business contacts
• Administrative issues
• Logistics

• Written translation of documentation
• Oral translation to international partners & delegations