Administrative Officer

Administrative Officer 

Position type and closing date ASAP

Duty station: Kyiv

Starting date: as soon as possible

Work time: 100%, Full time job

Duration of Contract: 1 year contract with possibility of extension

The closing date for applications: ASAP

Reporting to: HR and Admin Manager

LWF World Service

LWF World Service is the internationally recognized humanitarian and development arm of The Lutheran World Federation (LWF). Today, World Service is a widely recognized, international organization present in over 20 countries. In response to the crisis in Ukraine, LWF World Service has established a humanitarian operation with the geographic focus on in Kharkiv Oblast and in the future also Sumy. 

PURPOSE: To provide support to the LWF Ukraine office operations performing a variety of standard administrative processes, ensuring high quality and accuracy of work and will be responsible for coordinating office operations to ensure a well-functioning work space for staff and guests. 

 Functional Responsibilities  

1.  Administrative Support: 

• Provide efficient and timely administrative assistance and support in routine services and activities within Program thus better able to meet the needs of persons of concern.
• Answer telephone calls, arrange appointments, receive visitors and answer routine enquiries for information.
• Purchase office services, goods.
• Cooperate with facility administration / building management of the business center to solve problems with building facilities and systems.
• Coordinate work places for new employees to be organized in time (in cooperation with HR Officer, employee’s manager) and coordinate local onboarding.

2.  Travel and Logistics, Inventory Asset Management and general Support:

• Conduct and reports on surveys of office maintenance needs.
• Provide administrative and logistic support to conferences, workshops, retreats.
• Oversee the maintenance of office inventory on a regular basis, conduct and finalize overall inventory update and ensure that all assets are properly tagged.
• Process and handle incoming and outgoing post and courier packages, its registration, transfer to the appropriate structural unit.  
• Organize and schedule meetings and appointments.
• Keep vehicle log sheets and monthly reports.
• Provide logistic support to the staff in organizing of business trips.

3.  Other duties:

• Depending on the changing context, the post holder is expected to be flexible to take on additional related duties as assigned by her/his supervisor.

4.  Education/ Experience/ Language Requirements:  

• A first-level University Degree in Business Administration, Public Administration or equivalent disciplines is desirable and might substitute some years of experience.
• We will consider nongraduate as well as candidates with previous experience in any administrative role.
•  Excellent language skills to include English and fluent Ukrainian.

5.  Competencies: 

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement
• Accountability
• Excellent computer skills – Microsoft Outlook, Word, Excel, Power Point.

6.  What we offer:

• Highly competitive salary for the right applicant.
• Paid business trips and secondments.
• Good working conditions in an international environment.
• Opportunities for professional growth and self-development.
• Medical insurance for the position holder and his/her family.
• Remote work for necessary (under exceptional circumstances)
• 24 days of annual leave.

How to apply: 

Please send your CV and a covering letter in English to Отправить резюме , with copy to Отправить резюме Subject line should contain “Administrative Officer”. Only short-listed candidates will be invited for interviews.