- Providing translations both written and oral ones:

- from Ukrainian into English and vice versa.

- Maintain up-to-date filing system, collect requested information;

- Proofreading and formatting of documents;

- Collecting and delivering documents;

- Supporting the Head of the department with ongoing matters and projects;

- Arrange notarization and translation of required documents;

- Provide logistical, administrative support for meetings;

- Supporting research and communicating with vendors, experts, lawyers, opposing counsel and other vendors’ staff;

- Providing the Head of the department and other colleagues with direct assistance, scheduling appointments and organising and maintaining all necessary documents kept on-site;

- Prepare reports on incurred disbursements.

• Deeply concentrated of the accurate filing of the electronic payment documents into the SharePoint (cloud storage); ensuring that all files are complete; Compiling of the final files into the cloud storage;
• Scanning of the increased amount of the financial files, backup documents and Strategic Activity Fund (SAF) grants documents; Submission of the monthly informational letters to General Tax department regarding VAT exemption;
• Tracking expenses, receiving invoices, certificates and delivery reports from suppliers, etc.
• Support on a monthly basis of the COP/DCOP flats utilities payments with further finance reporting;
• Maintaining of the project index file and support the program closure process (coding, packaging, preparation of property and files for shipment/delivery to USA).
• Performing any other ad hoc tasks of the Operations Manager, Finance Director or COP that are consistent with job description and general requirements;

• Filing and archiving of accounting files, collection of the vendor’s documents, support for VAT exemption processing;

• Creating and managing Program administrative records (leave travel, contact database, event calendars, etc.) and other administrative tasks as assigned by the Operations Manager or Chief of Party that are consistent with the general requirements of the Program.

• Assist the local and international staff and consultants travelling to and within Ukraine in arranging travel/transportation and make hotel and flight reservations for all Program-related travel. Coordinate the logistics for project events, including conferences, workshops and trainings;

• Creation and maintenance of relevant database records (financial files, procurement files, grant documents, subcontract documents, vendor agreements, lists of participants required for Ukrainian Program Officers);

• Assist the Operations Manager, Finance Director and IT Specialist in Maintaining an accurate inventory of all project equipment and furniture;

• Keeping track of office supplies and ordering additional consumables (food, stationary, paper, household items, etc.);

• Support the Communications Advisor in logistics related to monthly coordination meetings of donors/implementers of rule of law projects/programs;

• Support to the accountant in reimbursement of transportation costs for participants of the events; Performing basic accounting activities, assist in providing information and documents with the prior approval of the Finance Director;

• Greet and assist visitors, and help schedule meetings and events;

• On daily basis, make sure that office professionally organized, business styled and cleaned. Tracking office supply inventory and making orders as needed (gastronomic and stationery products, papers, etc.).
• Assist Operations Manager, Financial Manager and IT Specialist in maintaining an accurate inventory of all project equipment and furniture, showing location, user, owner, and condition. Ensure that all project equipment and furniture are clearly labeled in accordance with USAID regulations.
• Based on concrete events and activities assigned provide various logistics and admin support, as such:
• -- assisting in procurements and tenders. Maintaining records of orders and following up with vendors on shipment and delivery. Working with vendors including hotels, travel agencies and suppliers of commodities on invoices payable/ and payments receivable
• -- logistics support in locals business trips for Program staff, support and communicate with traveling teams. Make staff travel and hotel arrangements; provide airline tickets in a timely manner, logistic support during organization of the Ukraine-based events (booking hotels and conference rooms, arranging transfers, communicating with relevant agencies to produce travel itineraries, arranging catering, printing materials, other events stuff etc.); attending events within and outside Kyiv city when requested. Cooperation with courier services companies on pouches and events’ materials delivery.
• Assist with accounting activities, expenditure tracking, invoices, acts and delivery reports collection from vendors, etc. Support Bookkeeper on reimbursement of transportation expenses to the participants of the Program events. Performing basic bookkeeping activities, maintaining the petty cash holder’s responsibilities, if necessary.
• Filing and Archiving. Keep and monitor maintenance of a system for filing and archiving of all relevant procurement, accounting and contractual files.
• Program Index File maintenance and support for Program close-out (coding, packing, preparation of property and files for delivery).

Providing translations both written and oral ones:

• from Russian into English and vice versa;
• from Ukrainian into English and vice versa.

• Bidding processes provision: for finding out the proper travel agency, law firm, car dealer, medical insurance company, office place and office equipment, courier service, taxi service, translation agency, furniture, catering, stationary / household supplier – all other requirements for proper office existence;
• Further cooperation and interaction with travel agency, law firm, car station, landlord, courier service, taxi service, translation agency, catering, stationary / household supplier on a related to them issues;
• Cooperation with JSC “Raiffeisen Bank Aval”: opening new salary accounts for new employees, corporate cards for Top Management; cooperation on a daily basis with bank operational departments;
• Work in Client Bank for making payments according to the received invoices;
• Responsible for handling day-today HR activities in accordance with Ukrainian Labour legislation and internal Company rules and procedures; Registering / discharging workers in GDPP;
• Coordinate the process of hiring, termination, promotion and transfer of employees in accordance with Ukrainian Labour legislation and internal processes simultaneously; Participate in on-boarding process;
• Provide data for payroll processing provider and coordinate payroll process;
• Interaction with the lawyers on HR matters: Employment agreements adoption and amendments to them in line with corporate policies; provision of consultancy and service agreements;
• Support employees related benefits programs (medical insurance programs), cooperation with medical insurance companies;
• Prepare various personnel HR related reports on monthly/quarterly basis and according to request to Headquarters;
• Travel arrangements connected to business trips of the Head of the RepOffice, Top Managers and employees within Ukraine as well as abroad: tickets, visa, hotels, transfers; Organization of staff Cycle meetings, corporate events;
• Custom clearance issues;
• Administration of car fleet: insurance, fuel cards, car maintenance issues, etc.;
• Cooperation with IT, telecom providers, service people for providing of office equipment proper functioning as well as consumables;
• Purchase of housekeeping items, water, stationary, etc. required for office.

• Business travel arrangements of the Head of the RepOffice, Top Managers;

• Arrange Staff meetings, trainings, Key Opinion Leader travels, presentations of new products, conferences for key doctors in Ukraine as well as abroad;

• Minute weekly staff meetings;• Cooperation with Travel Agencies: visa issues, invitation letters, hotels, tickets, transfers, etc.;

• Assistance for Marketing and Finance Departments (receiving the reports of promo campaigns, reports from sales team – data handling them);

• Reports receiving from Electrical, Telephone, Internet Suppliers – their generalization;

• Assistance to the Finance department (compiling HR, Safety Statistics, monthly, quarterly contracts reports to SP Headquarters);

• DPSS (Denied Party Screening System) reports;

• Cooperation with IT service people for providing the proper computer work;

• Posting all the required correspondence (letters, parcels) / Parcels custom clearance;

• Purchase of the housekeeping items, water, stationary.