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Office Administrator- USAID Cybersecurity for Critical Infrastructure in Ukraine Activity
30.09.2021

Activity Background:

The purpose of the US Agency for International Development (USAID) Cybersecurity for Critical Infrastructure in Ukraine Activity is to strengthen the resilience of Ukraine’s critical infrastructure from cyberattacks by establishing trusted collaboration between key cybersecurity stakeholders in the government, private sector, academia, and civil society. The activity aims to achieve this goal by implementing the following activity components:

Component 1: Strengthen the cybersecurity enabling environment

The legal, regulatory and institutional framework for national cybersecurity in Ukraine needs to be strengthened and aligned with international standards and best practices. This component will strengthen the cybersecurity resilience of Ukraine’s critical infrastructure sectors by addressing legislative gaps, promoting good governance, enabling collaboration between stakeholders, and supporting cybersecurity institutions. This component will also build the technical capacity of key sectors through increased access to cybersecurity technology and equipment.

Component 2: Develop Ukraine’s cybersecurity workforce

Ukraine suffers from a severe shortage of cybersecurity professionals. This component of the USAID Cybersecurity for Critical Infrastructure in Ukraine Activity will address workforce gaps through activities that develop new cybersecurity talent and build the capacity of existing talent. These activities will address the entire workforce pipeline, the quality of education received by cybersecurity specialists, and industry training programs to rapidly upskill Ukraine’s workforce to respond to immediate cybersecurity vulnerabilities.

Component 3: Build a resilient cybersecurity industry

A growing cybersecurity industry in Ukraine will contribute directly to national security and prosperity. This component will seek to build trust and collaboration between the public and private sector to develop innovative solutions for future cybersecurity challenges; spur investment and growth in the broader cybersecurity market in Ukraine through greater access to financing; support smaller cybersecurity companies to rapidly increase the number of local cybersecurity service providers; and offer mechanisms for Ukrainian firms to connect with industry partners to enable better access to innovations and business opportunities.

Together the above components will improve short-term cybersecurity resilience in Ukraine and establish a solid foundation for long-term cybersecurity independence and leadership. Lessons and best practices from key critical infrastructure sectors will extend to all parts of the public sector, as well as to the private sector and civil society.

Role’s Purpose:

The overall role of the Office Administrator is to support the USAID Cybersecurity Activity by carrying out day-to-day, routine administrative tasks. The Office Administrator will be responsible for welcoming and directing visitors, scheduling and preparing for meetings and appointments, and performing other tasks, such as answering phones, responding to emails, sending and receiving documents, coordinating/communicating with vendors, etc.

Tasks/responsibilities:

The Office Administrator will be responsible for the following tasks:

Assist with scheduling and preparing for meetings and appointments (including sending instructions to the office, booking rooms/space, arranging translations, sending out invitations, arranging transportation, etc.).

Welcome visitors to the office and direct them to the relevant office/personnel.

Manage correspondence to/from Activity, including emails, letters, phone calls, etc.

Assist with delivery/receipt of courier, mail, packages, etc.

Assist with preparing documents in support of financial transactions, procurement, HR and other operations:

Collecting vendor/consultant invoices, acts of acceptance, getting necessary documents signed, and returning fully executed documents, as appropriate

Assist with collecting documents for and logistical support related to STTAs – hotel, transportation, COVID test, insurance, etc.

Take notes during meetings, email them to meeting participants, and file them in appropriate SharePoint folder.

Manage and maintain files and filing system for administrative documents in both electronic form and hard copy.

Maintain office facilities including tracking and replacing office supplies as necessary to avoid interruptions in standard operations/office functions. Assist with procurement of stationery, office supplies and branded materials.

Ensure the office is kept clean.

Perform other clerical receptionist duties such as photocopying, transcribing, translating, and faxing.

Assist in making travel arrangements and submitting travel requests for the Home Office and field staff.

Perform other relevant duties, as needed.

Qualifications/Skills:

BA or BS degree or equivalent

At least 1 year of work experience in an administrative role, preferably with USAID or other international donor-funded projects.

Strong writing, reading and speaking skills in English.

Strong verbal and written communication and interpersonal skills.

Proficiency using Microsoft office suite, and other relevant software.

Ability to multi-task and prioritize tasks.

Qualified candidates should send their CV and cover letter to [email protected] or via the DAI website. Only short-listed candidates will receive a notice requesting additional information.