Admin Assistant

ROLE PURPOSE

To provide support to CO office staff in a daily administrative maintenance;
external liaison, and general administration and office management, including travel and
accommodation, office support, preparation of payment documentation and other ad-hoc duties as
required.

KEY AREAS OF ACCOUNTABILITY

General Administration

• Support in implementation of office processes and protocols as per SCI Standard Operating
  Procedures, health and safety;
• Initiate the payment requests for all SCI rented premises (incl. apartments for International
  staff, arranging accommodations for visitors, Office rent, etc.)
• Initiate other related payments
• Monthly reports on Corporate credit card, taxi use reports, monthly budget planning for the
  field office
• Submit payment documents to Finance department based on duly approved documents;
• Ensure all payments are supported with appropriate back-up documents;
• Responsible for office supplies and assets procurement orders
• Responsible for general office and guesthouse maintenance including re-ordering of supplies and
  maintaining accurate records;
• Responsible for ordering/organization of all the transportation and accommodation needs for
  all the visitors;
• Support in arrangements of events (trainings, conferences), meetings with key stakeholders,
  including government agencies, donors, and implementing partners. Attend meetings to support
  as required.
• Supervises office cleaners ensuring office space and guest houses are kept clean and are in
  appropriate condition.
• Ensure all the documentation are kept safe and confidential;
• Provide efficient support to international staff and visitors, arranging transportation and
  accommodation.
• Prepare documentation for support staff (contracts for support, act-invoices, recommendation
  letters, travel reports etc.);

BEHAVIOURS (Values in Practice)

Accountability:

• holds self accountable for making decisions, managing resources efficiently, achieving and role
  modelling Save the Children values
• holds the team accountable to deliver on their responsibilities - giving them the freedom to
  deliver in the best way they see fit, providing the necessary development to improve
  performance and applying appropriate consequences when results are not achieved.

Ambition:

• sets ambitious and challenging goals for themselves and their team, takes responsibility for their
  own personal development and encourages their team to do the same

Collaboration:

• builds and maintains effective relationships, with their team, colleagues
• values diversity, sees it as a source of competitive strength
• approachable, good listener, easy to talk to.

Creativity:

• develops and encourages new and innovative solutions
• willing to take disciplined risks.

Integrity:

• honest, encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS

• Certificate of education, higher level of education desirable

EXPERIENCE AND SKILLS

• Experience in an admin related work preferably
• Knowledge or experience of NGO work desirable
• Computer literate (including working knowledge of Microsoft Office (Excel, PowerPoint) and
  databases)
• Good interpersonal skills
• Good verbal and written communication skills in English, Russian and Ukrainian
• Excellent attention to detail, organizational skills and discretion with confidential information
• Ability to work independently and proactively
• Proven ability to handle challenging work load

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required
to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and
Diversity policies and procedures.

WE OFFER:

• Employment in accordance with Ukrainian legislation
• Working hours from 09.00 till 17.00
• Medical and Life insurance starting the first working day
• English courses paid by organization
• Office in the central part of the city
• Coffee and cookies in the office

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Health and Safety:

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

If you are interested in the vacancy, we are looking forward for your application. A СV in English will be an advantage. Also, we will be grateful if you indicate the expected salary level and the level of English language proficiency.