Operations Assistant (Асистент/асистентка операційного відділу)

Assignment 

The IMPACT Ukraine mission, present in country since 2015, scaled-up after the full-scale invasion to provide data and information support to humanitarian and development actors in Ukraine. To support this scale-up, IMPACT is seeking a candidate, with prior experience in managing of HR processes preferably in a complex international setting and a  wide range of office support, office management processes, to support IMPACT  in meeting  HR, logistics, staff welfare and administrative needs of the organization.  

 Under the direct supervision of the IMPACT Operations Officer, the Operations Assistant is primarily responsible for supporting all aspects of fulfilling office supply needs, support of IMPACT Logistics team in procurement processes, and for all HR matters including national recruitment for the Kyiv office and sub-national bases according to IMPACT and ACTED guidelines.  

Responsibilities 

 Office Management:

 Ensure a personal, friendly experience for new staff coming into the office 

• Keep the office comfortable and cosy: make requests to Logs about IMPACT office needs, check needs with Operations Officer, gather budget lines from Finance, and draft OFs for logistics approval; 
• Manage all aspects of the office’s space and provide answers, resources, and solutions as requested; 
• Closely liaise with ACTED Logistics and HR departments to ensure cleaning personnel are keeping the IMPACT office tidy;  
• Support on any aspect of office management as required by the Operations Officer;  
• Oversee the day-to-day activities of the office

  Logistics:

 Proactively identify and fulfil office supply needs; 

• Act as a focal point for office supplies procurement for Country Office in line with ACTED procurement procedures; 
• Act as a focal point for organising events (conference halls, hotels, catering);
• Act as a focal point for licenses procurement;

 Administration& HR:   

• Liaise closely with   IMPACT Operations Officer and IMPACT HR Officer to ensure HR processes are followed, including attendance documents, timesheets, and other administrative aspects; 
• Ensure the IMPACT Contact List is up-to-date, and all new IMPACT/REACH staff are added; 
• Act as a focal point for Register AS/TS and check for accuracy against the allocations file sent by finance on a monthly basis;
• On a monthly basis prepare the TS for the IMPACT National support staff ; 
• On a monthly basis download orders for National staff from C1; 
• Collect the documents for mission trips of IMPACT staff, prepare order and estimate for the mission, upload the signed documents to the folder on the sharepoint;
• Preparing Newcomers packs;
• Prior to start date, ensure emails and laptops for national staff are ordered;
• Act as a focal point for National recruitment process: posting job adverts, pre-screening, sending tests to chosen candidates, scheduling interviews, sending job offers and rejection letters according to Recruitment SoP;
• Under Operations Officer`s supervision prepare documents of International staff for audits.

  Scanning and archiving:   

• Create folders on SharePoint to organize documents based on their types, or any other relevant categorization ; 
• Sort the scanned documents and place them in the appropriate folders according to predefined criteria. This may involve sorting documents by staff name, date, or document type ;
• Ensure that all staff documents are treated with confidentiality and stored securely to protect sensitive information ; 
• Regularly review and update archiving processes to improve efficiency and accuracy ; 
• Stay up-to-date with any changes in regulations or organizational policies related to document management ;

Other: 

• Streamline, improve, and implement, any processes related to HR and office management that are currently inefficient or absent; 
• Support the IMPACT Operations Officer on any other tasks as required.  

Requirements

Person specification: 

• Aspiration to work in humanitarian field; 
• Excellent computer skills especially in Microsoft Excel, Word and Outlook; 
• Teamwork and working in a multicultural environment;  
• Excellent Ukrainian communication skills; 
• English – Intermediate; 
• Strong attention to details; 
• Ability to work independently. 

Additional capacities: 

• Good organizational, communication and interpersonal skills;  
• Ability to think creatively in terms of process development and optimization; 
• Flexibility and adaptability to ever-changing needs and responsibilities; 
• Excellent critical thinking and problem-solving skills. 

 Conditions: 

• Salary defined by the ACTED salary grid; educational level, expertise, hardship, security, and performance; 
• Cosy office in the central part of the city;  
• Flexible working hours; 
• Medical insurance. 

How to apply:
Please submit a CV in English to apply for this position. Please make sure your CV clearly shows why you would be a good fit for this position with REACH. Only short-listed candidates will be contacted for an interview. ACTED is an equal opportunity employer.

Attention!
Per current legislation, individuals subject to military service duty must provide updated military registration documents while being employed
_______________________________________________________________________________________________
“ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH). Please note that any candidate offered a job will sign the Code of Conduct, and related policies, as part of their work contract. Misconduct can lead to dismissal.”