Office Assistant, HelpAge International Ukraine based in Dnipro

Position: Officer Assistant 

Location: Dnipro  

Contract: Fixed term labor contract, for 12 months with possibility of extension.  

Reports to: Program Lead East

HelpAge – delivering real impact for older people

HelpAge International works with partners and a diverse global network of more than 150 organizations across 85 countries, supporting millions of older people to l safe, dignified and healthy lives. Through our partnership and collaborations, we work to ensure the inclusion of older people across society and strive to deliver a just and fair world for everyone, whatever their age. Our work is driven by our desire to deliver real impact for older people, to be inclusive, to work in partnership and to learn from our shared experience.

HelpAge International (HAI) has been present in Ukraine since 2014 with a total workforce of +250 people including staff and volunteers/contractors.  As one of the few INGOs with an operational presence in Ukraine, we were able to respond quickly to the current Ukraine crisis with initial life-saving activities in the Donetsk and Luhansk Regions and are scaling up assistance in the Central and Western Regions of Ukraine.  Our response plan includes cash assistance, food distributions, NFI distribution/ health and dignity kits, WASH, Protection and Mental Health and Psychosocial First Aid.  

We are seeking passionate, talented candidates for several roles to further strengthen our country team.  

Job Purpose

The Office Assistant will provide administrative and organizational support to the different departments and activities of Dnipro Office.

Key areas for impact/influence and responsibilities

• Ensures that administrative tasks of the office are implemented on time.
• Seeks and collects information, data and documentation on issues related to the HelpAge program’s areas of interest, ensuring confidentiality and accuracy.
• Prepares and carries out the practical and logistical organization of various office/program activities, such as: meetings, workshops, field visits, seminars, trainings, official journeys.
• Drafts correspondence, documents, presentations and assists in preparing reports, briefing notes, and taking minutes of meetings.
• Assists the Human Resources Officer by performing ancillary tasks in the process of recruitment and HR administration.
• Provides ad-hoc interpretation and translation.
• Actively participates in internal/external meetings and field visits as required.
• Arranges meetings, develops, and updates the list of interlocutors.
• Ensures proper filing, follow up and updates of specific files independently.
• Undertake any other duties assigned by line manager.

Experience and technical competencies

Essential

• Complete post – secondary education (University or College), corresponding to at least two years of studies.
• One year minimum of relevant and related experience.
• Good command of English.
• Sound computer skills in office applications (word processing, spreadsheet, data bases, presentation software and outlook).
• Organizational and planning skills, problem solving and excellent communication skills.
• Team player and capacity to work independently. 

Desirable 

• Previous experience working for international NGOs.

What we offer

• Employment contract. 
• Salary in accordance with Help Age Ukraine’s Salary scale depending on the experience and qualifications. 
• Private medical insurance.
• 24 days of annual paid leave and other benefits according to the Ukrainian Labor code. 
• The last Friday of each month between April to December is a non-working day. 
• Convenient office location near the city center.

How to apply

Attention! This vacancy is open for Ukrainian citizens only. The closing date for applications is the 25th of October 2023. Please be aware that interviews will be scheduled on a rolling basis until the position is filled, and only short-listed candidates will be informed. If you did not hear from us within two weeks after the application closing date it means your application was not successful. 

At HelpAge International, we believe in the importance of empowering our people to be change makers and leaders at all levels. We expect our people to embrace and live our values, challenging themselves every day to identify issues that are most important to older people and their communities, and to make an impact that matters.

HelpAge International is committed to safeguarding all people who come into contact with our work, including older people, at-risk adults, children, and our staff.

We value diversity and inclusion as core to our culture, and we strive to engage and inspire everyone to bring their unique qualities to the workplace.