Administration Assistant

About the job 

Under the management of the HR and Administration Team Leader, the Administration Assistant  will ensure efficient and effective support in all the administrative issues to the DRC team in Kharkiv city 

Your main duties and responsibilities will be:  

• Organizing travel logistics for employees, including booking tickets and accommodation.
• Managing the process of preparing documents for obtaining residence permits and residency.
• Assistance in finding apartments and guest houses, execution of documents and contracts.
• Administration of guest rooms: check-in, check-out, cleaning, updating data in the tracker.
• Collect and consolidate requests for office supplies, keys, ID cards, sim cards, etc.
• Communication with suppliers, collection of invoices and other related documents from suppliers.
• Non-qualified interpretation and translation as needed – Ukrainian/English/Russian within the administrative department
• Handling incoming and outgoing communications, including e-mail, phone calls and correspondence. Draft, review and edit documents, reports and other written materials.
• Maintaining and updating databases, trackers and contact lists, and documentation systems.
• Assist with basic financial tasks such as processing invoices, expense reports, and budgeting. Work with the finance department to ensure accurate record keeping.
• Assist other departments in implementing projects and provide administrative support.
• Handling confidential information and ensuring its confidentiality. Ensuring compliance with the organization’s internal policies and procedures.
• Collaborate with other team members and departments to ensure effective communication and coordination.
• Other relevant administration duties as requested by the manager

About you  

• To be successful in this role we expect you to have minimum 1 year of the relevant experience on the similar position or similar sector.

Moreover, we also expect the following:   

• University degree
• Work experience, preferably in INGOs:
• Knowledge of English: not lower than Intermediate level
• Computer literacy: confident user in MS Word, Excel, PowerPoint and Outlook.

Source: https://candidate.hr-manager.net/ApplicationInit.aspx?cid=1036&ProjectId=171988&DepartmentId=19100&MediaId=5