UHARP Administration Associate|Технічний спеціаліст Програми Гуманітарної допомоги Україні

ORGANIZATIONAL OVERVIEW

Family Health International (FHI 360) is a global organization that mobilizes research, resources and relationships so people everywhere can access the opportunities they need to lead full, healthy lives. With collaborations in over 70 countries, we work directly with local leaders to advance social and economic equity, improve health and well-being, respond to humanitarian crises and strengthen community resilience.

POSITION OVERVIEW  

The Administration Associate will support the FHI 360 team in Dnipro, Zaporizhzhia and other locations on the administration of facilities, both offices and residency. The tasks include the day-to-day maintenance and operations of facilities, housekeeping, supply stocking, inventory, lease contract management, timely payment of rent. Additionally, the position supports all in-country travel related activities including accommodation for staff and guests, booking of train tickets, monitoring the travel tool and travel emails, as well as support with the organization of events and workshops. The employee is responsible to ensure the good functioning and administration of office and facilities and to support staff in their office activities. 

KEY RESPONSIBILITIES AND DELIVERABLES

• Assist in overseeing cleanliness and upkeep of the properties. Keeps office/ reception area in an orderly appearance and functioning manner. 

•  Liaise with the landlord/building management company for all issues related to the office. 

•  Help to maintain furniture inventory, verify, and tag office furniture and admin equipment and ensure all furniture items are in good shape. 

•  Prepare inventory levels of office supply cabinets and kitchen supplies, notifying the Administration Manager in Dnipro in a timely manner.  

• Prepare office supply orders, including stationery, consumables in consultation with the Administration Manager. Ensure timely replenishment of stock.  

• Support the Administration Manager in Dnipro in maintaining the files for all lease documents and amendments for the East of Ukraine. 
  
  

• Update Trackers on a regular basis and develop documentation as needed.

• Assist in arranging travel including train bookings, inputting trip requests, and updating travelers on schedules in a timely manner, as well as hotels and venues bookings for staff and events and provide support to office visitors. 

• Participate in arranging trainings, presentations, workshops, conferences, and other events as requested. 

• Provide support in ensuring adherence to FHI 360’s phone policy and administration of monthly credits. 

• Ensure smooth operational deliveries by gathering delivery requests, entering them into the system, and tracking and distributing shipments to designated requestors/receivers and their locations. 

• Ensure that all taxi travel complies with FHI policies, and assist in monitoring and tracking all trips to provide justification and supporting documentation. 

• Update and maintain requested paperwork and documentation as requested by the Administration Manager. 

• Receive and ensure completeness of invoices and their supporting documentation for payments. 

• Ensure proper filing and archiving of financial documents. 

• Any other duties as assigned by your supervisor. 

DESIRED QUALIFICATIONS 

• Bachelor's Degree or its International Equivalent in economics, administration, IT, international relations, law, communications, or another relevant academic program affairs. 

• Typically requires 1-3 years in project management, clerical, or administrative assistance. 

• Desired prior work experience in a non-governmental organization (NGO), United Nations (UN) or government agency, charity or related industry experience in a relevant technical area. 

• Familiarity with MS Office software (Word, Excel, PowerPoint, Outlook, Teams and etc.). 

• Fluent in Ukrainian.

• Proficiency in English is strongly preferred. 

Please email your CV and cover letter to  Отправить резюме   with ‘UHARP Administration Associate – [Dnipro]’ in the subject line.

Candidates with disabilities are encouraged to apply