Operations Assistant at IREX
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Title: Operations Assistant
Location: Kyiv, Ukraine
Division/Practice: Communities and Governance
Reports To: Operations/HR Officer
Program/Project Name: Finance/Admin, Overhead
ABOUT IREX
IREX is a global development and education organization. We strive for a more just, prosperous, and inclusive world—where individuals reach their full potential, governments serve their people, and communities thrive. With a projected annual portfolio of more than $100 million and more than 600 staff worldwide, we work with partners in more than 100 countries in four areas essential to progress: cultivating leaders, empowering youth, strengthening institutions, and increasing access to quality education and information.
Position Purpose Summary
Operations Assistant will contribute to the effective running of the IREX office by carrying out variety of administrative and operations tasks and will also provide general office support functions such as reception and office maintenance, maintain office supplies stock, travel logistics support to staff and senior management and tracking driver log.
Performs additional duties and tasks to meet the needs of the organization, team, or as assigned by supervisor.
Summary of Responsibilities
- Respond and provide basic information to general inquiries;
- Make sure general use equipment are serviced on time (e.g. Xerox, printers);
- Maintain stock of all office supplies and order new supplies when need arises;
- Coordinate with offsite storage facility for timely pick up of boxes as well as requesting and updated tracking list as necessary;
- Coordinate with office cleaner regarding her schedule or additional requests;
- Maintain outgoing mail registry;
- Maintain registry of office access cards, order cards for new staff when necessary, contact office facility security service when needed, coordinate staff and guests admission
- Contact with office facility administration on office maintenance issues, repairs, etc;
- Collect and ship correspondence;
- Translate documents Ukr-Eng, Eng-Ukr on request;
- Submit and control regular office operations vendors – taxi, shipment, outsource storage facility;
- Serve as contact point for shipment vendor – order client cards for new staff, etc;
- Travel logistics for staff and senior management and also for conferences/trainings;
- Tracking driver and office cleaner log;
- Other duties as assigned.
Skills & Experience
- Bachelor’s degree;
- Experience working in a non-profit organization preferred;
- Understanding of and interest to reforms processes in Ukraine;
- Demonstrated customer-service orientation;
- Excellent verbal and written communication skills;
- Must be skilled at handling multiple tasks and able to adhere to tight deadlines;
- Proficient in Microsoft Office applications;
- Advanced English skills preferred;
- Fluent in Ukrainian language.
To apply please submit your resume. Deadline for applications – April 23, 2023.
