Receptionist/Administrative Assistant at Pact, ENGAGE

Pact Inc. seeks candidates to fill the position of Receptionist/Administrative Assistant for the USAID/Enhance Non-Governmental Actors and Grassroots Engagement (ENGAGE) activity in Ukraine.

Location: Kyiv, Ukraine
Supervisor: Administrative Officer
Job type: Full time
Duration: one year with possibility of the extension

Pact Overview

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

Reporting to the Administrative Officer, the Receptionist / Administrative Assistant is responsible for organizing and coordinating all office-related issues and facilities management, administrative support of Pact staff, including assistance in office procurement and events organization process.

• Key Responsibilities:
• Receive and screen all incoming telephone calls and correspondence, transfer it to addressee, greet visitors, maintain office meetings calendar.
• Meet and greet visitors as they arrive; advise appropriate staff member.
• Ensure the professional appearance of the office space including kitchen, reception and chilling area, common supply and conference rooms, and work
• Scan and file documents for the Operations department, including expense reports, invoices, acts of acceptences, travel supporting documents etc.
• Maintain inventory of office and kitchen supplies by checking stock to determine inventory levels, anticipating needed supplies and verifying receipt of supplies.
• Respond to maintenance requests by initiating and coordinating service calls and/or reporting problems to office owner; oversee shipment to Pact’s
• Assist in maintaning monthly rentals expences.
• Provide administrative support for the project Leadership (making appointments, maintaining calander, etc.).
• Assist Pact’s personnel with business travel arrangements, visas and
• Monitor and maintain office equipment, e.g., copier, scanner and postage machine.
• In cooperation with the Administrative Officer Provide support for program team in events organization.
• In cooperation with the Administrative Officer, develop and maintain vendors, consultants’ database and ensure that this information is available to all staff.
• Respond to information requests from colleagues and the field in a timely
• Assist in procurement processes for administrative and office needs.
• All other duties as assigned.

Basic Requirements:

• High School diploma and 4 years relevant experience or equivalent combination of education and experience or
• Bachelor’s degree and 1+ years relevant experience or equivalent combination of education and experience.

Additional Qualifications:

• Excellent skills in the areas of organization, attention to detail, time management, ability to manage multiple tasks, define and set priorities and problem solve.
• Excellent teamwork and interpersonal skills.
• Proactive, fast-thinker, and able to work with minimal supervision.
• Fluency in English and Ukrainian.
• Self-motivated and highly-committed.
• Proficiency in Microsoft Office (Outlook, Word, Excel). Knowledge of other softwares a plus.

Preferred Qualifications:

• Experience overseeing and coordinating with international field offices 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.

Pact is committed to the principle of equal employment opportunity and is dedicated to the fair and equal treatment of all employees without regard to gender, race, color, religion, creed, age, sexual orientation, national origin or ancestry, disability, or marital status. All applications will be treated with the strictest confidence.