Administrative Officer at Pact

At the heart of Pact is the promise of a better tomorrow. The promise of a healthy life. Of a decent livelihood. Of sustainable natural resources that benefit communities. Now more than ever in its 50-year history, Pact is helping millions of people who are poor and marginalized discover and build their own solutions and take ownership over their future.

Pact enables systemic solutions that allow those who are poor and marginalized to earn a dignified living, be healthy, and take part in the benefits that nature provides. Pact accomplishes this by strengthening local capacity, forging effective governance systems and transforming markets into a force for development.

About the ENGAGE activity

Pact, a non-profit organization based in Kyiv, Ukraine is implementing a USAID-funded project Enhance Non-Governmental Actors and Grassroots Engagement (ENGAGE) activity.

The purpose of ENGAGE is to increase citizen awareness of and engagement in civic activities at the national, regional and local level. ENGAGE focuses efforts at both the grassroots level to educate and activate citizens to engage in civic initiatives as well as the national and regional (oblast and rayon) levels to improve organizational capacities, build coalitions, support advocacy and watchdog initiatives. The ENGAGE activity primarily focuses on key democratic reforms and cross- cutting themes, such as: anti-corruption, civil education and transparency and accountability including electoral processes, inclusive development of various vulnerable groups, youth and EU integration.

Position Purpose

The Administrative Officer will be responsible for office operations and facilities management, including assistance in office procurement process. The Administrative Officer reports to the Deputy Chief of Party.

Key Responsibilities:

· Maintain lease and other administrative agreements, monthly rentals and timely and accurate processing;

· In cooperation with the Procurement and Finance Specialist, develop and maintain vendors, consultants’ database and ensure that this information is available to all staff;

· Complete payment voucher forms and other administrative forms required under Pact policies;

· Ensure Program Team support in events organization;

· Coordinate agreements’ execution;

· Provide support in maintaining documentation on inventory tracking;

· Respond to information requests from colleagues in a timely manner;

· Support procurement for administrative and office needs;

· Supervise project IT specialist and coordinates any IT related issues with the Country Office IT Manager;

· Supervise Receptionist/ Administrative Assistant;

· Maintain a safe and secure working environment by ensuring compliance with health and safety regulations;

· Organize and maintain the office filing system, including electronic and hard copy documents;

· Coordinate travel arrangements for executives and handle related logistics;

· Check admin contracts deliverables, collect and check accounting documentation (supporting documents, invoices, acts of acceptance, etc.), coordinate timely payment;

· Responsible for office supplies (including ordering and storing), office furniture and equipment.

Basic Requirements:

· Bachelor’s degree and 5+ years relevant experience or equivalent combination of education and experience.

· Experience in ITA project

· Additional Qualifications:

· Proactive, fast-thinker, and able to work with minimal supervision.

· Ability to forge consensus patiently and diplomatically between diverse stakeholders on administrative issues.

· Excellent communication skills (both written and oral) in English and Ukrainian

· Excellent interpersonal skills and ability to work collaboratively on a wide range of issues.

· Excellent organizational skills and ability to manage a complex workload and deadlines.

· Independence, and ability to take the initiative and a sense of responsibility.

Preferred Qualifications:

Direct and recent experience with USAID regulations and procedures highly preferred.

To Apply: Please send your CV and motivation letter. The position is open until filled.

Please include at least three contacts of your former supervisors who can provide reference for you. Only short-listed candidates will be invited for an interview.

2024-03-05T16:36:08.000 2024-04-05T23:59:59.000 Full time / Повна зайнятість TELECOMMUTE Україна Pact Inc, ENGAGE