Background

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 Office Administrator will support the effective and efficient running of the Kyiv office. Specifically, the Office Administrator will support office administrative functions under the direct supervision of the Senior Operations Officer to ensure efficient administrative operations within the office and for programmatic functions and maintain a welcoming environment for all staff members and visitors. This position does not have supervisory responsibilities. 

Primary Responsibilities

Under the supervision of the Senior Operations Officer, perform the following tasks:

Reception:

• Meet and accompany NDI guests, making tea or coffee upon request.

• Handle incoming and outgoing mail, including sorting, distributing, and processing mail and packages.

• Assist staff with document signing, copying, and scanning needs.

• Ensure all hard and soft copies are filed in the respective folders.

• Assist with office security measures, such as maintaining security badges and the security book.

• Oversee office cleanliness and organization, coordinating with the cleaner for improvements or on-case requests.

Office Administration:

• Manage office supplies and inventory, including ordering, restocking, and organizing supplies such as stationery, kitchen supplies, and cleaning materials.

• Coordinate office maintenance and repairs, liaising with building management, maintenance contractors, and service providers.

• Manage office equipment such as printers, copiers, and scanners, troubleshoot issues, and arrange repairs or replacements when necessary.

• Manage and administer office space, assets including laptops, and other related office systems and equipment.

• Ensure all assets are tagged and keep records of asset movement through completion and proper filing of asset forms.

• Assist with event planning and logistics for meetings, conferences, or office events, including arranging catering, setting up meeting rooms, and coordinating equipment or materials.

• Coordinate driver’s schedules.

• Organize the workplace of new staff (screen, mouse, keyboard, etc).

• Issue staff with consumables as and when required.

• Coordinate office moves or renovations, including planning logistics, overseeing packing and unpacking, and updating office layouts or configurations.

• Provide general administrative support to office staff, such as scheduling appointments, managing calendars, and assisting with document preparation or data entry tasks.

• Perform other duties as assigned by supervisor.

Required Skills and Experience

• A bachelor’s degree from an accredited university is required, preferably in public/business administration, legal studies, human resource management, communications, or other related fields;

• Work experience in a related field;

• Knowledge about maintaining systems and processes is preferred, and work experience or an internship in an administrative position is a plus;

• Fluency in Ukrainian;

• Strong written and oral communication skills in English;

• The interpersonal skills necessary to build relationships with all levels of staff, program partners, international personnel, and consultants;

• Ability to work both independently and as a member 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; and

• Willingness to work beyond normal working hours and travel domestically, when necessary.

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 submitting the required documents remains open until an appropriate candidate is selected. 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 email to the following email address: [email protected]. Please indicate the position (Office Administrator) you are applying for in the subject line of the email.

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.

NDI Ukraine has the authority to re-promote the vacancy, terminate the recruitment process, provide an appointment at a lower grade, or offer an appointment with a revised job description or for a different duration.