Administrative Assistant до EnCompass

On March 2, 2020, EnCompass LLC was awarded the Ukraine Monitoring and Learning Support Contract (UMLS) to support the United States Agency for International Development (USAID) mission in Ukraine to holistically provide technical assistance support and other services in monitoring and evaluation. EnCompass, our subcontractor NORC at the University of Chicago, and other local partners will aim to improve the achievement and sustainability of USAID’s development outcomes for USAID/Ukraine, including USAID/Belarus.

The Administrative Assistant serves as the main point of contact for accounting, invoicing, and coding of expenditures to support project activities, working closely with the project’s Operations Manager and the EnCompass Home Office POM. The Administrative Assistant will also develop, manage and maintain all administrative systems and procedures necessary for the implementation of project activities, and support the project’s full-time staff located in the EnCompass office in Kyiv. She/He will organize logistics related to project workshops, meetings and learning events, coordinate translation of project documents and deliverables as needed, and manage arrangements for field work as may be necessary, among other responsibilities.

The person taking this role is expected to be highly organized, detail-oriented, proactive, capable of coordinating multiple tasks simultaneously, and interested in the field of monitoring, evaluation, learning, and the use of evidence in the national and international development area.

The position is based at EnCompass UMLS office in Kyiv, Ukraine. The Administrative Assistant will report to the project Operations Manager.

Responsibilities

• Manage calendar invitations, incoming phone calls, video conference calls, agendas, and logistics for the project.
• Take notes, mostly in English, for numerous meetings and share them in a timely way with project staff and others as appropriate.
• Provide support to project meetings and events, including logistical assistance for workshop planning and delivery, including researching and planning resources for hybrid delivery of events in multiple locations.
• Serve as the primary point of contact for use by the Ukraine-based team of information systems and databases (including the Google Drive folder shared with USAID and the EnCompass SharePoint platform and Microsoft Office Teams Space) and support the UMLS local team on their use.
• Coordinate the development, drafting, and editing of various administrative documents and memos by following appropriate approval processes and following up on pending tasks to make sure deadlines are met.
• Arrange travel, including transportation, lodging, visas, and other necessary preparations for visiting staff and traveling team members.
• Organize project activities as assigned (e.g., maintaining up to date participant lists, drafting communications, sending welcome letters, responding to questions, etc.).
• Update and maintain Task and Deliverables Trackers to ensure timely delivery of tasks and track overall project progress.
• Support the management of consultant processes: Ensure alignment of recruitment to EnCompass standards and policy; support consultant agreement development and finalization, and contribute to staff onboarding with support from the home office HR team.
• Work closely with the UMLS team and Encompass home office communications team to support completion of high-quality deliverables that are edited/formatted adequately in a timely manner.
• Participate in selecting local translators, verify accuracy of their work in English and Ukrainian documents with UMLS technical team concurrence, and oversee compliance with contract terms related to the project’s Branding Implementation and Marketing Plan.
• Assist, under the direction of the Operations Manager, in organizing the local procurement process for project operational or technical activities: obtaining quotations and/or initiating procurement of requested commodities and services from local vendors and service providers.
• Support development and functioning of the project administrative systems and processes, helping to ensure compliance with USAID regulations, Ukrainian law, and EnCompass policies.
• Engage fully as a member of the USAID UMLS staff team, including participating in staff and client meetings and other events, and providing administrative support to team members as needed.
• Other duties as assigned.

Qualifications and requirements

• Bachelor’s Degree in a relevant field.
• At least 3 years of experience supporting development projects and experience providing similar support to project teams.

Skills

• Exceptional organizational skills and attention to detail, detail oriented to problem-solving and planning, analysis, design of project management, and planning tasks and methods
• Ability to organize, manage, prioritize, and follow through on multiple tasks in a fast-paced, deadline-oriented environment and with technical support
• Excellent verbal and written English language skills (at a minimum Level 3 of Foreign Service Institute, Professional Working Experience)
• Previous event planning and management experience
• Experience with travel and logistics management
• Experience working with USG funded projects and other international donors a plus
• Proficiency in Microsoft Office applications, particularly Word, Excel, and PowerPoint
• Familiarity with cloud-based information management platforms and repositories is a plus (Google, Sharepoint, OneDrive, others)
• Proven capacity to take the initiative and willingness to learn new skills as needed
• Strong work ethic and the ability to work well independently and as part of a team
• Outstanding interpersonal skills and ability to interact with individuals at all levels
• Experience with database management

EnCompass LLC is a progressive Equal Opportunity Employer. We promote, celebrate, and support a diverse and inclusive organizational culture and workforce. We are committed to providing all of our employees with an environment free from discrimination and harassment, where all are treated with dignity and respect. We do not tolerate, and explicitly prohibit, discrimination or harassment of any kind, at any time, in all aspects of employment. This includes recruitment, hiring, promotions, disciplinary measures, terminations, compensation, benefits, social and recreational programs, and training. EnCompass also does not tolerate retaliation against individuals who report discrimination or harassment. Our continuing commitment to the principle of Equal Opportunity Employment for all means all employment decisions are based only on the job requirements, the candidate’s qualifications, and the needs of EnCompass as a business—not on race, color, ethnicity, national origin, religion, belief, sex (including pregnancy and related medical conditions), gender identity or expression, sexual orientation, age, disability status, veteran status, genetic information, HIV status, family/marital/parental status, or any other status protected by the laws and regulations in the jurisdictions where we work.

For US based positions: The employer will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.

The incumbent must be able to work in a fast-paced environment with demonstrated ability to juggle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.

If you require accommodations in line with the Americans with Disabilities Act to complete your application, please call 301-287-8700, provide your contact information and a description of your accessibility issue. We will make a determination on your request for reasonable accommodation on a case-by-case-basis, and we will call you back within approximately 3 business days.

EEO is the Law & EEO is the Law Supplement, Pay Transparency Nondiscrimination Provision

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2024-03-11T12:58:05.000 2024-03-29T23:59:59.000 Full time TELECOMMUTE Україна EnCompass LLC