Admin Assistant

  Job Summary

The Administration Assistantis responsible for providing administrative support inoffice, guesthouse, and other facilities managementin Vinnytsya.The Administration Assistant will perform the functions in accordance with the procedures, mission, core values, and purposes of the organization.To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation. .

Main responsibilities 

The duties and responsibilities listed are representatives of the nature and level of work assigned and are not necessarily all inclusive.

Office Management: •

Contribute to the set up of IMC facilities in Vinnytsya; •Identifies office needs and prepares the required documentation to procure office items;•Ensurethatstationeryandcleaningmaterialsandotherofficesuppliesarereplenished on time and with good quality;•Perform daily checks on the cleaning and good maintenance of the offices and common areas;

 •Responsible for managing the telephone and   internet credit for staff members;•Supports travel arrangement to and from different location coordination with relevant teams;•Responsible for booking hotel accommodation for staff and other collaborators as needed;•Tracks, prepares and issues. Employee ID Cards for national and international staff of based in Odessa, or liaises with teams in order locations to ensure this is done on time; •   Follow-up on official documentation, assuring that all supporting documents are provided and submitting renewals on time;

Guesthouse(s) management:•Oversee the cleaners and maintenance assistant in the guesthouses;•Coordinates cleaning and maintenance items replenishment for guesthouses according to IMC procedures; Oversee that all material/ furniture/ equipment as per IMC standards are present in all guest houses;•Direct follow-up of any matters to be addressed in the guest .

Event Management:•Responsible for all bookings of meetings/trainings in the office and external venues.•Responsible for all logistics side of meetings/ conferences by ensuring that all materials are in place prior to the meeting (projector, flipcharts, board, pens, etc.), in addition to setting-up the area. 

General duties: •Performing general admin duties as directed(ex. photocopying, faxing, mailing, and filing)•Maintain all information material for staff and visitors (ex. Ethics Point).

Other Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all inclusive.