Вакансія
Receptionist
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 Receptionist will support the effective and efficient running of the Kyiv office. Specifically, the Receptionist will support office administrative functions under the direct supervision of the Administrative Officer to ensure efficient administrative operations within the office and for programmatic functions and maintain a welcoming environment for all staff members and visitors.
Обов'язки
Reception:
- meeting and accompanying NDI guests, providing tea or coffee upon request
- handling incoming and outgoing mail, including sorting, distributing, and processing packages
- assisting staff with document signing, copying, and scanning needs
- ensuring all hard and soft copies are properly filed
- assisting with office security measures, such as maintaining security badges and the security book
- overseeing office cleanliness and organization, coordinating with the cleaner for improvements or on-case requests
Office Administration:
- managing office supplies and inventory, including ordering, restocking, and organizing items such as stationery, kitchen supplies, and cleaning materials
- supporting the coordination of office maintenance and repairs, liaising with building management, maintenance contractors, and service providers
- managing office equipment, including printers, copiers, and scanners, troubleshooting issues, and arranging repairs or replacements when necessary
- managing office space and assets, including laptops and other office systems and equipment
- ensuring all assets are tagged and keeping records of asset movement through proper filing of asset forms
- assisting with event planning and logistics for meetings, conferences, or office events, including arranging catering, setting up meeting rooms, and coordinating equipment or materials
- coordinating drivers' schedules
- organizing the workspace for new staff (screen, mouse, keyboard, etc.)
- issuing staff with consumables as needed
- assisting in coordinating office moves or renovations, including planning logistics, overseeing packing and unpacking, and updating office layouts
- providing general administrative support, such as scheduling appointments, managing calendars, and assisting with document preparation or data entry tasks
- supporting the management of office-related facilities
- performing other duties as assigned by the supervisor
Вимоги
- bachelor’s degree from an accredited university, preferably in public/business administration, legal studies, human resource management, communications, or related fields
- work experience in a related field
- experience in maintaining systems and processes, with work experience or an internship in an administrative position being a plus
- fluency in Ukrainian, with strong written and oral communication skills in English
- strong interpersonal skills for building relationships with staff, partners, international personnel, and consultants
- ability to work independently and as part of a team
- working knowledge of Google Apps (Gmail, Calendar, Google Drive, and G+), and PC-based word processing and spreadsheet applications
- experience with NetSuite is highly desired
- willingness to work beyond normal working hours and travel domestically when necessary
Умови
- full-time position (40-hour per week work schedule)
- position is based in Kyiv, Ukraine (4 days at the office and 1 day remotely)
- 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