FCDO: Administrative and Logistics Assistant (UKR25.270) – MATL cover – Kyiv

Who are we? 

The British Embassy in Kyiv is part of a world-wide network, representing British political, economic and consular interests overseas and is now looking for an Administrative and Logistics Assistant. The Embassy adopts a model of integrated delivery, whereby staff from different teams work closely together to deliver HMG objectives in-country. 

Main purpose of job: 

The Administrative and Logistics Assistant works in the Corporate Services Department which provides a full-cycle support to all the departments of the Post ensuring its smooth operation. The Administrative and Logistics Assistant focuses on delivering high-quality office support services, including provision of stationery and phone related matters and supporting with the logistics of travel for Embassy staff. Attention to detail and organisational skills are essential, as the position also involves invoices, payments and reports on them.

Roles and responsibilities: 

As a member of Corporate Services team, the Administrative and Logistics Assistant will have the opportunity to shadow all the office-based processes and services provided by the department.

• Phones Provision (15%): managing Embassy mobile phone assets, including handsets, sim cards log; liaison with mobile provider; payments for phone services; managing internal telephone lists.
• Stationery Provision (15%): managing office stationery and IT office consumables, ensuring that orders are placed in good time and value for money and procurement rules are obeyed; payments for stationery.
• Logistics Support (15%): Support the Rotations Manager with logistics for staff travel and accommodation, including booking train tickets and liaising with our security team to ensure safe travel. 
• Mail-box Management (15%): dealing with incoming and outgoing mail, bringing Notas Verbales to MFA of Ukraine.
• Post Health & Safety (15%):  acting as a Post Health & Safety Assistant, managing medical supplies, doing admin tasks (documentation, notices, posters, etc).
• Absence Coverage (10%): providing leave cover and support for other CS functions/officers (Rotations/Community Liaison & Protocol). 
• GPC payments support (10%): providing assistance and paying for small procurement items on CS colleagues request.
• Additional Duties (5%): doing ad hoc admin tasks as required.

Our ideal candidate shows:

• Fluent written and spoken Ukrainian & English (C1 level according to the Common European Framework of Reference for Languages);
• Minimum University degree;
• The experience in a similar position of at least 1 year (e.g. reception / personal assistant / secretary, administrative support or similar);
• A confident user of Microsoft Office (Word, Excel, Outlook);
• Strong organisational skills;
• Ability to work independently and as a part of a team;
• Ability to work in a changing environment;
• Ability to prioritise;
• Flexibility.