Background 

Help – Hilfe zur Selbsthilfe e.V.  is a humanitarian organization dedicated to providing support and assistance to vulnerable communities in Ukraine through various projects and initiatives. We are currently seeking a detail-oriented and highly organized Office Assistant to support the smooth running of our office operations and administrative activities.

Purpose of the Role 

The Office Assistant will provide administrative and clerical support to ensure efficient operation of the office. The individual will assist the organization by handling a variety of tasks related to organization and communication. This position requires an individual with multitasking skills and a proactive approach to problem-solving in a fast-paced, dynamic environment.

Duties and Responsibilities

1. Administrative Support 

   – Answer phone calls, emails, and other correspondence and direct them to the relevant departments. 

   – Assist in organizing and scheduling meetings, events, and appointments. 

   – Assist in maintaining the office filing system, ensuring that all documents are properly organized and accessible. 

   – Prepare and distribute internal communications, meeting minutes, and reports.

2. Office Management 

   – Ensure the office is clean, well-organized, and stocked with necessary supplies. 

   – Manage inventory of office supplies, make orders, and liaise with vendors to ensure timely deliveries. 

   – Assist in maintaining office equipment (e.g., printers, photocopiers) and coordinate necessary repairs and maintenance. 

   – Ensure proper functioning of the office.

3. Support to Program Teams 

   – Provide clerical support to program teams as needed, including preparing documents, data entry, and filing. 

   – Assist in organizing events, workshops, and training sessions, including logistics, catering, and participant registration. 

   – Manage travel and accommodation arrangements for staff and visitors.

4. Translation and Language Support 

   – Translate documents from English to Ukrainian and vice versa. 

   – Provide verbal translation during meetings, events, and training sessions as needed. 

   – Ensure all translated documents are accurate and aligned with the intended message.

5. Document and Record Management 

   – Assist in managing the organization’s document archiving system. 

   – Ensure the proper documentation and filing of contracts, project documents, and personnel files. 

   – Support preparing and reviewing expense reports, purchase orders, and other finance-related documents.

Other Duties 

   – Assist in other tasks as needed, including supporting finance, procurement, and HR teams during peak periods. 

   – Act as the point of contact for any office-related queries and resolve issues efficiently.

Qualifications and Experience

Education: 

   – A degree or diploma in Linguistics, Translation Studies, Foreign Languages, or a related field is highly preferred. Applicants with significant coursework or certifications in English and Ukrainian language studies will also be considered. 

   – Additional training in business administration or office management is an advantage.

Experience: 

   Experience in an administrative or office assistant role, preferably within an NGO or humanitarian setting, is an advantage.

Skills: 

   – Proficiency in English and Ukrainian (both written and verbal) is required. 

   – Strong written and verbal communication skills, particularly in translation and interpretation. 

   – Excellent organizational and time management skills. 

   – Proficiency in MS Office (Word, Excel, PowerPoint). 

   – Ability to work independently and as part of a team. 

   – High level of discretion and confidentiality.

 Key Competencies

– Ability to multitask and prioritize workloads. 

– Strong interpersonal skills and the ability to work in a culturally diverse environment. 

– Attention to detail and a commitment to high-quality work. 

– Problem-solving attitude and proactive approach to work.

 Conditions 

– Based in Kyiv, with occasional travel to project sites if required. 

– Competitive salary and benefits package as per the NGO’s policies.

Application Procedure 

Interested candidates should submit a CV and cover letter to yvasylieva@help-ukraine.org.ua by 30.09.2024.

 Please include “Office Assistant CV” in the subject line of your email.