Office Coordinator in AVSI Foundation Ukraine

1. Background

AVSI Foundation is an international humanitarian organization dedicated to providing sustainable solutions for vulnerable communities. The Office Coordinator will play a pivotal role in ensuring efficient administrative operations and facilitating communication between local teams, suppliers, and AVSI's HQ Human Resources (HR) department. 

2. Objectives

The Office Coordinator will be responsible for overseeing office administration tasks, managing personnel and procurement contracts, and maintaining effective communication with stakeholders. This position is crucial to ensuring compliance with organizational policies and fostering smooth operations within AVSI's Poltava office.

3. Responsibilities

Administrative Support:

• Prepare and manage contracts for personnel, ensuring accuracy and compliance with AVSI policies and local labor regulations.
• Coordinate and post job vacancies, screen applications, and organize interviews in collaboration with relevant departments.
• Draft, review, and finalize Memorandums of Understanding with local stakeholders, including government and partner organizations.

Procurement Support:

• Prepare and manage contracts with suppliers, ensuring procurement processes align with AVSI’s policies and donor requirements.
• Maintain detailed records of procurement activities, contracts, and transactions.

HR Coordination:

• Act as the primary liaison between the Poltava office and AVSI HQ HR department for HR-related matters.
• Ensure timely and accurate submission of required HR documentation to HQ.
• Provide support in onboarding new employees, including orientation and training coordination.

General Office Management:

• Maintain up-to-date records of contracts, MoUs, and procurement documentation.
• Ensure compliance with AVSI operational and financial guidelines in all tasks.
• Provide periodic updates and reports to the Operations Manager and AVSI HQ as required.

4. Requirements

Education:

• Bachelor’s degree in Business Administration, Human Resources, Management, Law, or a related field.

Experience:

• Minimum of 1 year of experience in office administration, HR coordination, or procurement.
• Familiarity with local labor laws and procurement regulations.

Skills:

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and other administrative tools.
• Fluency in Ukrainian and English (both written and spoken).

Attributes:

• High attention to detail and accuracy.
• Proactive problem-solving skills.
• Ability to work in a multicultural environment and handle sensitive information with confidentiality.

5. Reporting Line

The Office Coordinator will report directly to the Operations Manager and provide regular updates on administrative, procurement, and HR-related tasks.

6. Conditions

• Location: Based in Poltava, with occasional travel to other regions as required.
• Working Hours: 40 hours per week (full-time).
• Contract Duration: six months with the possibility of renewal, subject to performance and availability of funding.

7. Application Process

Interested candidates should send their CV and a cover letter in English by December 20th 2024

AVSI Foundation Ukraine is committed to diversity and inclusion. We encourage applications from all qualified individuals regardless of race, ethnicity, religion, gender, sexual orientation, disability, or age.

We thank all applicants for their interest in joining AVSI Foundation Ukraine. Only shortlisted candidates will be contacted for further steps in the recruitment process.