Технічний спеціаліст Програми Гуманітарної допомоги Україні (Administration Associate)

Length of contract:  until 31 March 2026 with possibility of extension

FHI 360 is a US-based NGO dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions.  FHI 360’s Crisis Response team is responding to the humanitarian emergency in Ukraine through an integrated health, protection, MHPSS, and WASH program focused on decreasing morbidity and mortality among the conflict-affected population.  For more details, visit our website: www.fhi360.org   

Job Summary: 

Under the supervision of the Field Coordinator and with the technical oversight of the Administration Manager, the Administration Associate will support the FHI 360 team in Dnipro and when requested other locations with facilities management, in- country travel arrangements, and meeting arrangements.  

Accountabilities: 

• Assist in overseeing cleanliness and upkeep of the properties. Keeps office/ reception area in an orderly appearance and functioning manner.  

•  Liaise with the landlord/building management company for all issues related to the properties in Dnipro.  

•  Help to maintain furniture inventory, verify, and tag office furniture and admin equipment and ensure all furniture items are in good shape.  

•  Prepare inventory levels of office supply cabinets and kitchen supplies,.   

• Prepare office supply orders, including stationery, consumables in consultation with the Field Coordinator. Ensure timely replenishment of stock.   

• In coordination with the Administration Manager, maintain the files for all lease documents and amendments in Dnipro. 

• Update administration trackers on a monthly basis.  Ensure all documentation is filed for supplies received, payments for facility management, staff travel, and work events. 

• Assist in arranging travel including train bookings, inputting trip requests, and updating travelers on schedules in a timely manner, as well as hotels and venues bookings for staff and events, and providing support to office visitors.  

• Support with arrangements for trainings, presentations, workshops, conferences, and other events as requested.  

• Review phone usage and ensure adherence to FHI 360’s phone policy and administration of monthly credit.  

• Ensure smooth operational deliveries by gathering delivery requests, entering them into the system, and tracking and distributing shipments to designated requestors/receivers and their locations.  

• Ensure that all taxi travel complies with FHI policies and assist in monitoring and tracking all trips to provide justification and supporting documentation.  

• Any other duties as assigned by your supervisor. 

Applied Knowledge & Skills: 

• Communicate in a clear, positive manner with clients and staff.  

• Proficient in the preparation of inventory trackers and schedules 

• Able to work in a multi-cultural environment 

 Problem Solving & Impact: 

• Exercises judgment within broadly defined practices and policies to select methods and techniques to obtain results. 

• Quickly detect errors and work with the relevant staff to ensure minimal disruption or expense to correct. 

Supervision Given/Received: 

• Regularly interacts with staff of all levels 

• Provide supervision for cleaners 

 Education:  

• Bachelor's Degree or its International Equivalent in economics, administration, IT, international relations, law, communications, or another relevant academic program affairs 

Experience:  

• Typically requires 1-3 years in project management, clerical, or administrative assistance.  

• Desired prior work experience in a non-governmental organization (NGO), United Nations (UN) or government agency, charity or related industry experience in a relevant technical area. 

• Familiarity with MS Officer software (Word, Excel, PowerPoint, Outlook, Teams, etc). 

• Fluent in Ukrainian, and proficiency in English preferred  

Typical Physical Demands: 

• Typical office environment. 

• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard. 

• Ability to sit and stand for extended periods of time. 

• Ability to lift 5 - 50 lbs. 

• Ability to travel to remote field site locations that lack basic essentials.  

 Technology to be Used: 

• Computer, Microsoft Office 365 (i.e., Word, Excel, PowerPoint, e-mail), office telephone, cell phone and printer/copier. 

Travel Requirements: 

10%  

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time. management skills.  

Please apply via the link above on the vacancy website or email your CV and Cover letter to Відправити резюме with "Administration Associate" in the subject line. 

Candidates with disabilities are encouraged to apply.