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. For more information about NDI, please visit: www.ndi.org 

General overview of the position

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. 

This position is based in Kyiv, Ukraine. 

Primary Responsibilities

• 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.

• Maintain office equipment, ensuring it is in good working condition.

• Monitor and maintain inventory of office assets, conducting regular audits.

• 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.

Required Skills and Experience

• Educational Background: Bachelor’s degree in Business Administration, Management, or a related field.

• Experience: At least 5 years of experience in administrative or office management roles, preferably within an international organization.

• Leadership Skills: Proven ability to supervise and support administrative staff effectively.

• Financial Management: Proven budgeting skills and experience with expense monitoring and cost-saving measures.

• Procurement Knowledge: Experience in managing procurement processes, including vendor negotiations and contract management.

• Organizational Skills: Exceptional organizational and multitasking abilities, with a keen eye for detail.

• Communication Skills: Excellent verbal and written communication skills in both Ukrainian and English.

• Problem-Solving: Strong problem-solving skills and the ability to resolve conflicts efficiently.

• Technical Skills: Proficiency in using office software, including MS Office Suite (Word, Excel, PowerPoint) and familiarity with office equipment maintenance.

• Interpersonal Skills: Ability to foster a positive and productive work environment, addressing employee concerns proactively.

• Flexibility: Ability to adapt to changing priorities and handle multiple tasks simultaneously.

• Cultural Sensitivity: Understanding of the local context and ability to work effectively in a multicultural environment.

• Attention to Detail: Strong attention to detail, especially in maintaining inventory records and managing office assets.

• Logistics Management: Experience in organizing operations and logistics for international delegations is a plus.

Remuneration Package

NDI Ukraine’s salaries are subject to applicable employment taxes established by the government legislation. Gross salary reflects a 40-hour per week work schedule. Healthcare insurance coverage is available from the first day of employment. The full benefits of local staff members of the NDI-Ukraine office after the probation period include 20 days of paid vacation leave per year, paid sick leaves, and officially observed Ukrainian holidays.

Deadline: The deadline for the submission of the required documents is by close of business on September 18, 2024. Only selected candidates will be invited for a written test and a subsequent interview.

Interested applicants should submit CVs and motivation letters in English by the link: https://forms.gle/1pQXJebheqvfLRbcA.

The NDI Ukraine is committed to diversity and inclusion within its workforce and encourages qualified female and male candidates from all national, religious, ethnic, and social backgrounds to apply to become a part of the organization.

The NDI Ukraine is committed to fostering a diverse and inclusive workplace, and encourages all applicants, regardless of their abilities, to apply to become a part of the organization.