Job purpose :

Provide essential support in logistics and administration to programmes for the relevant division. Coordinate with external suppliers the planning of events, support meetings and other activities of the division.  

Key responsibilities

1.    Provide administrative, organisational and logistical support to events and activities, including for events held abroad.

2.    Support administrative processes for suppliers/consultants such as tenders, drafting, reviewing, monitoring and amending contracts.

3.    Support financial processes and workflows such as payments and expenses.

4.    Proofread documents such as proposals, reports and other externally facing materials.

5.    Coordinate internal and external meetings, including scheduling, agendas and minutes. 

6.    Serve as surge support to the Conferences Team for large-scale events.

7.    Perform additional tasks as required to assist the Programme Manager(s) and Head of Division.

Qualifications and professional experience

-     Commercial maturity or commercial diploma

-     A minimum of one year of experience working in an administrative or logistics assistant role.

Knowledge, skills and competencies

-     Experience in performing a variety of administrative and logistic tasks

-     Experience preferred working in international settings and/or non-profit organizations

-     Fluent in Ukrainian and English, verbal and written

-     Excellent computer literacy, proficient user of MS Office applications

-     Service-oriented attitude and inter-personal communication skills enabling effective work with people from diverse cultures

-     Strong attention to detail

Operating network

-     External consultants and suppliers

 Travel requirements

-     May be required to travel occasionally (less than 10%)

-     The incumbent is expected to work in Kyiv, Ukraine on a full-time basis.