Administrative Assistant at Eurasia Foundation
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SUMMARY
Eurasia Foundation (EF) is a US-based non-profit, nonpartisan organization committed to helping citizens in countries in transition realize their full potential and transform their societies. EF supports governments and citizens to enhance responsive, accountable, and transparent governance, and helps citizens build a stronger, more resilient civil society.
EF is leading implementation of the Digital Transformation Activity (DTA), an innovative eGovernance program that aims to bolster Ukraine’s digital transformation to promote the nation’s economic revitalization, transparency in reconstruction, and democratic governance during the ongoing conflict and beyond. DTA is co-funded by USAID and UK Dev.
EF is recruiting an Administrative Assistant
The Administrative Assistant performs a variety of secretarial, administrative and logistical tasks to support DTA staff in their daily work. The Administrative Assistant is responsible for supporting DTA team and visitors with the administrative and logistics preparations, coordinates with courier services for document delivery and distribution across the DTA activity, assists with ad-hoc administrative tasks when required.
DUTIES:
- Provide general support to staff and visitors
- Prepare correspondence and documents
- Maintain contact lists, ensure timely update and information accuracy
- Prepare agendas for staff meetings and take minutes
- Draft a variety of correspondence and other communications for signature/approval related to all aspects of program implementation
- Order, receive, and store office supplies ensuring that basic supplies are always available, search for new deals and supplies
- Maintain electronic and hard copy filing system
- Prepare and submit requests for payment, WatchDog report, other internal admin-related documents to support regular admin purchases for supplies and services
- Ensure timely and accurate maintenance of photocopiers and other office machines; order and replace printer cartridges
- Assist in photocopying/scanning materials, look for and organize outside services for photocopying, printing and binding when needed
- Maintain conference room calendar, make conference room reservations upon requests from staff members, ensure conference room is always in presentable look and workable condition
- Assist in preparing monthly transportation services track record
- Assist with inventory management
- Assist in coordination of in-house and off-site activities
- Support travel logistics by assisting in tickets purchase, hotel booking, other
- Provide other programmatic and logistical support as needed, including, but not limited: document translation, preparation of draft invitations/letters, logistics support, preparing admin-related documents, sending e-mails).
- Other routine duties as assigned.
CORE QUALIFICATIONS:
- Minimum Bachelor’s degree, USG programs alumni will be a plus
- At least 2 years of general office experience, work experience on international development projects is highly desirable
- Knowledge of Microsoft Office Suite
- Working knowledge of office equipment like copy machines, printers, other
- Strong organizational skills and great attention to details
- Excellent interpersonal/professional skills
- Ability to work independently and as part of a team
- Ability to multitask and work in a fast-paced environment
- Strong written and verbal communication skills
- Ukrainian and English writing and spoken proficiency required
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