Junior Operations Officer at Community Action for HIV Control, Pact Inc.

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 42 -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.

Department Overview

Pact Inc, is implementing a USAID-funded project Community Action for HIV Control. The project goal is to accelerate Ukraine’s efforts to achieve HIV epidemic control by 2030 by improved prevention, testing and linkage to care among key and priority populations.

Position Purpose

The Junior Operation Officer contributes to smooth running of operations in the project, determines needs within the project and connects groups to work together to solve problems as they arise. The incumbent will support for all operations of the Activity including administration, procurement, logistics, compliance, and property management in accordance to Pact’s policies and procedures and USAID requirements.

Specific Duties and Responsibilities:

· Handle calls and electronic communications, and routing messages and information to appropriate individuals

· Make appointments and maintain calendar schedules

· Greet all visitors as they enter/exit the office in a professional manner and escort them to their appointment meetings when necessary

· Maintain/update staff telephone list, emergency contact information, organization chart and group email list

· Serve as a point of contact with vendors, inc. landlord, and service providers supporting the office operation and staff travel

· Keep a track of existing long-term agreements, timely notify the procurement team about their completion dates and ensure timely submission of procurement requisitions for goods and services for the project’s needs

· Conduct procurement under existing agreements for the project operations and technical needs including translation, legal services, design services, events organization services, stationery and office supplies etc.

· Ensure that backup documentation related to procurement under Master Service Agreements is saved in procurement backup files

· Support organization of the project’s workshops, training events, and other activities requiring logistical support.

· Maintain goods and supplies tracker in cooperation with procurement team, coordinating in-time distribution and back-up filing

· Keeping supplies in stock, making sure that office facilities are clean, orderly and safe

· Regularly audit office inventory, update and maintain administrative and office supplies files

· Provide maintenance necessary to obtain a high quality of production and the most useful service life of office equipment. e.g water dispensers, fridges

· Perform occasional written translation of short documents, needed to facilitate day to day office operations

· Any other activities assigned to, and agreed to, with the Chief of Party and Operations&HR Manager

Qualifications:

· Experience working in an administrative or operational role with an international organization or donor-funded projects;

· Excellent organisational skills;

· Demonstrated ability to deal – independently and as a team member – with a wide range of people, situations and languages;

· Excellent inter-personal skills and ability to work collaboratively on a wide range of issues;

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

Education and Experience Requirements:

· Bachelor’s degree or higher degree (Undergraduate degree could be accepted on exceptional basis)

· Fast learning, initiative, attentive to details candidate with good time management skills and ability to work in multi-cultural environment

· Good writing, reading, and speaking skills in English and Ukrainian

· Excellent verbal and written communication and interpersonal skills

· Proficiency using Microsoft office and other relevant software

· Ability to multi-task and prioritize tasks

To Apply

Please send your CV and motivation letter. Please include at least three contacts of your former supervisors who can provide reference for you. The position is open until filled. Only short-listed candidates will be invited for an interview.

Pact is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity or expression, marital status, disability, genetic information, age, citizenship status, genetic information, matriculation, family responsibilities, personal appearance, credit information, tobacco use (except in the workplace), membership in an employee organization, or other protected classifications or non-merit factors.

2024-03-12T17:56:05.000 2024-03-26T23:59:59.000 Full time / Повна зайнятість TELECOMMUTE Україна Pact, Inc. "Community Action for HIV Control"