Administrative Assistant

The Investment for Business Resilience (IBR) Activity, formerly known as FSR, is a five-year program funded by the United States Agency for International Development (USAID) and implemented by DAI Global LLC. The purpose of the IBR Activity is to support systemic changes in Ukraine’s economy and increases the supply of finance available to Ukrainian businesses. IBR aims to transform the country’s financial sector into a well-functioning and competitive market that is aligned with European Union standards and integrated into international financial systems, while directly providing financing to enterprises for sustained economic growth.

 IBR is organized into four thematic areas:

• New Investments Facilitation for Enterprise Growth
• Deepened Private Sector Financial Intermediation and Expanded Private Finance
• Improved Market Regulation and Financial Infrastructure
• Enhanced Transparency and Communications about Financial Sector Reform.

The IBR is looking for candidates to fill in the Administrative Assistant position, LTTA in Kyiv.

PURPOSE OF THE ROLE:

The Administrative Assistant will provide operational and administrative assistance to the project and, specifically to the operational team, and performs a variety of tasks needed for the smooth implementation of all project activities. This position is the key in managing Kyiv office in its daily routines. 

RESPONSIBILITIES:

• Support the daily operational and administrative needs for the Operational team;
• Assist in managing Kyiv Office maintenance in terms of utilities, security and cleaning;
• Assist with procurement of office goods and services, such as kitchen and sanitary supplies, as well as stationery and office supplies;
• Ensure working condition of coffee machines and water filters on a regular basis, including procurement requests for their timely maintenance;
• Manage Signup sheets for the appropriate usage of conference rooms;
• Provide general support to visitors and short-term staff in Kyiv Office;
• Provide support for meetings in Kyiv Office (make tea/coffee, put water, buy cookies, etc.);
• Make photocopies of the documents, upload them into the appropriate folders on Sharepoint;
• Register all incoming mail, and distribute mail to the appropriate person, send incoming correspondence for translation if necessary. Maintain electronic records in required DAI systems.
• Ensure efficient documentation workflow, including mailing documents and parcels to counterparts, vendors, using courier services;
• Manage courier services between both offices in Kyiv and Lviv, vendors, etc., making procurement request for such services on a monthly basis;
• Assist in the planning of project internal events such as annual work planning meetings, annual retreats if needed; 
• Provide support in ordering business cards for the staff;
• Perform other duties as assigned by Supervisor.

QUALIFICATIONS:

• Bachelor’s degree;
• Minimum of 1 years administrative experience preferred;
• Familiarity with international donors preferred; prior experience with USAID-funded projects preferred.
• Strong organizational skills.
• Excellent interpersonal skills, including a track record of successful coordination and effective working relations with a wide range of vendors and service providers.
• Fluency in Ukrainian is required. English should be no less than Intermediate.
• Strong computer skills (MS Office suite) required.

Please submit Cover Letter and CV to Відправити резюме by December 18, 2024.

Only shortlisted candidates will be contacted. Please include “Application for Administrative Assistant: your name and surname” in the subject line.