Провідний фахівець з адміністративних питань / Technical Administration Specialist

HEKS/EPER is looking Administrative Officer. Base in Kyiv with the possibility of business trips.

The Administration Officer will play a critical role in supporting the organisation's mission in HEKS and ensuring that its operations run smoothly and efficiently. This person will report directly to the Administrative Manager, this role ensures that HEKS/EPER’s operations in Ukraine run seamlessly.

Ensures alignment with organizational standards and compliance with local regulations.

Tasks and responsibilities

Office Management:

• Control the overall functionality of tactical/support office spaces ensuring that they not only serve the operational needs.
• Manage office supplies, equipment, and facilities, ensuring they are in good working condition, and making sure they are properly maintained and utilised.
• Participate in coordination travel arrangements for newcomers and visitors, which includes flight and train bookings, hotel reservations, and other travel logistics.
• Organize the collection of invoices and receipts (including boarding passes), submission of payment requests, and follow-ups with service providers diligently. 
• Organize management, tracking and archiving of local contracts for office spaces and accommodation, ensuring compliance with organizational standards and local regulations. Scout potential locations and be proactive in negotiate contracts.
• Take participation in building strategic partnerships with local vendors, positioning HEKS/EPER as a preferred client for cost savings and premium support.
• Support  day-to-day operations of the office.  Organise, research and deliver on delegated activities.

General Administration:

• Conduct lease searches (offices, training fields, accommodations, etc), negotiate with landlords, draft lease agreements, and manage landlord relationships.
• Control international staff permits, visas, and work permits.
• Maintain accurate and complete operational record-keeping and filling systems.
• Ensure that administrative records are well-organized, maintained and update.
• Maintain relationship with the landlord, office building management, and vendors or suppliers who provide administrative and/or operational project support.
• Support staff with hotel, airline, ground transportation arrangements, and managing the process of visa applications for international employees.     
• Take part in preparing and submitting official administrative reports to the host country's government, ensuring consistent compliance with relevant obligations.
• Support protocol management, including liaising with legal advisors, nurturing relationships with authorities, and researching potential tax exemptions for the organization.
• Support onboarding for new staff on administrative procedures and advice current staff  on any changes.

Technical Guidance & Supervision:

• Support providing guidance to administrative staff, promoting a collaborative and efficient work environment.
• Support in staff training.

Collaboration & Reporting:

• Work in close collaboration with the Administrative Manager to ensure alignment between administrative activities and organizational objectives.
• Compile regular reports detailing administrative metrics, facility status, and other relevant data for the senior management's review

Team management

Number of people to manage and their position - 3-5 (depending on needs)

Education and expiriance

• A bachelor's degree in Business Administration, Office Management, or a related field. A Master's degree would be an added advantage
• 2+ years of experience in administrative roles, with at least 3 years in a managerial capacity.
• Proven track record of overseeing office operations and managing teams.
• Experience in navigating regulatory environments and liaising with government bodies.
• NGO experience as an advantage.

Skills:

• Proficient in office management software (e.g., MS Office Suite) and database.
• Experience in procurement processes, facility management, and travel coordination.
• Knowledge of local legal and regulatory requirements related to office management and administration.
• Previous experience preparing and negotiation supply contracts, collection, and   management accounting documentation is preferable

Soft skills:

• Excellent organizational and multitasking abilities.
• Strong interpersonal and communication skills.
• Problem-solving aptitude and the ability to work under pressure.
• Demonstrated leadership abilities, with a focus on team collaboration and motivation.
• Ability to work on own initiative/proactive attitude.   
• Attention to detail

Language Requirements:

• Ukrainian or Russian as mother tongue. English B2.
• Ability to draft clear and concise reports, presentations, and HR documentation.

HEKS/EPER offer:

• Official employment.
• Employment agreement - duration of the contract is 3 months extendable based on performance and availability of budget.
• Competitive and decent salary
• Social package in accordance with the Labor Code.
• Equipped workplace.
• Medical insurance etc.

Qualified candidates should send their CV and cover letter in English 

Only short-listed candidates will receive notice requesting additional information through e-mail, please check it.