Вакансія
Administrative Officer
Огляд
- The National Democratic Institute (NDI) is a non-profit, non-governmental organization that works to strengthen democratic institutions around the world by engaging civil society and promoting openness and accountability in government. NDI has been supporting local democratization efforts in Ukraine since 1992.
- The National Democratic Institute in Ukraine (NDI Ukraine) seeks an Administrative Officer to oversee the smooth and efficient operations of the NDI Ukraine office. Reporting directly to the Head of Administration and Operations, and ultimately to the Resident Director for Operations and Compliance and the Resident Country Director, the Administrative Officer will ensure seamless administrative functions. This position plays a crucial role in maintaining organizational effectiveness.
Обов'язки
- oversee daily operations to ensure the smooth functioning of the office
- supervise administrative staff, providing guidance and support as needed
- manage office budgets, including monitoring expenses and implementing cost-saving measures
- oversee and deliver office-related procurement including contracting long- and short-term service providers, as well as serve as a contact point for agreement terms negotiations with the vendors
- coordinate and oversee office maintenance and repairs, liaising with vendors and contractors as necessary
- oversee accurate inventory records for fixed assets through regular checks, and monitor the usage and purchase of disposable goods (office supplies, cleaning products, etc.)
- maintain office equipment, ensuring it is in good working condition
- maintain inventory of office assets, conducting regular audits
- develop and implement office policies and procedures to enhance efficiency
- facilitate communication between departments and resolve any issues or conflicts that arise
- serve as the primary point of contact for office-related inquiries and issues
- foster a positive and productive work environment, addressing any employee concerns
- oversee expat visas/ residency permissions
- take the lead with organizing operations and logistics for visiting international delegations
- manage office and apartment leases and facilities
- perform other related duties as required to ensure efficient office operations
Вимоги
- bachelor's degree in business administration, management, or a related field
- at least 5 years of experience in administrative or office management roles, preferably within an international organization
- proven ability to supervise and support administrative staff effectively
- proven budgeting skills and experience with expense monitoring and cost-saving measures
- experience in managing procurement processes, including vendor negotiations and contract management
- exceptional organizational and multitasking abilities, with a keen eye for detail
- excellent verbal and written communication skills in both Ukrainian and English
- strong problem-solving skills and the ability to resolve conflicts efficiently
- proficiency in using office software, including MS Office Suite (Word, Excel, PowerPoint) and familiarity with office equipment maintenance
- ability to foster a positive and productive work environment, addressing employee concerns proactively
- ability to adapt to changing priorities and handle multiple tasks simultaneously
- understanding of the local context and ability to work effectively in a multicultural environment
- strong attention to detail, especially in maintaining inventory records and managing office assets
- experience in organizing operations and logistics for international delegations will be an advantage
Умови
- full-time position (40-hour per week work schedule)
- position is based in Kyiv, Ukraine
- healthcare insurance coverage is available from the first day of employment
- full benefits after the probation period: 20 days of paid vacation leave per year, paid sick leaves and officially observed Ukrainian holidays