Office Manager

Management Sciences for Health (MSH) is seeking an Office Manager for a one-year Health System strengthening project in Ukraine, funded by the US Government.

The Office Manager ensures the smooth operations of administrative management systems and services in the office; provides accounting, administrative, and logistical support to the project to ensure all work is conducted according to MSH regulations and standard operating procedures. Managing all general office services and supplies, inventory management, and ensuring a safe and comfortable workspace. The Office Manager reports directly to the Finance and Operations Director.

LOCATION: office-based position, Kyiv, Ukraine.

MAIN RESPONSIBILITIES

1. General administrative support

• Coordinate daily office operations, maintain common areas, and optimize administrative procedures.
• Conduct regular monitoring of utility bills and ensure prompt payment of bills
• Assist in welcoming visitors and orientation of new employees through setting up workspace, processing identity cards, business cards and addressing any issues that arise (for new and existing employees)
• Order office supplies, equipment, stationery. Ensure office supplies are procured timely and properly monitor that payments to office service providers and vendors are processed timely to avoid service interruptions.
• Managing initial incoming and outgoing communications and office documents. Maintain office files, ensures that all correspondence is properly copied and filed in accordance with MSH policies and standard procedures
• Assist staff in documentation turnover, including coordination of delivery and postal services.
• Maintain up-to-date, accessible, and organized electronic databases, documents, and spreadsheets, including Contact lists and project information.

• Perform other duties as may be assigned by the supervisor.

2. Logistics of events and business trips

• Coordinate work with Event and Travel agencies to support logistics for Project events and trips (national and international).
• Managing corporate taxi services.

• Book transport and accommodation for the business trips if necessary

3. Facilities Services and inventory management

• Assist in overall office asset-management tasks including inventory management and related documentation.

• Serve as the main point of contact for building maintenance, vendors, and IT support
• Oversee day-to-day operations of office facilities and utilities and ensure their appropriate maintenance and repair for optimal function, including related maintenance service contracts as needed
• Supervise the work of the office cleaner.

QUALIFICATIONS

Required qualifications

Required education: Degree in Administration or related field

Required experience: 3-4 years of relevant experience in a similar position as office manager or administrative support professional.

Required Knowledge and Skills:

• Strong administrative, organizational, and written and verbal communication skills.
• Excellent interpersonal skills: ability to interact professionally with diverse clients and stakeholders.
• Demonstrated competence to manage a variety of activities and meet deadlines with attention to detail and quality.
• Ability to work independently, take initiative and learn complex procedures.
• Demonstrated experience with managing an office and ability to work as an effective team player.
• Computer skills at a professional level, knowledge of Microsoft Office, including work with databases, presentations, and Excel spreadsheet applications.
• Fluency in Ukrainian required; English at Upper Intermediate level.

MSH is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws. MSH complies with Section 503 of the Rehabilitation Act, Section 4212 of the Vietnam Era Readjustment Assistance Act, as amended, and all related applicable regulations.

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