Executive Assistant

JOB OVERVIEW

Executive Assistant is the Senior Officer in Support Services responsible for a wide range of administrative and support services for the Ukraine Senior Management Team (SMT) comprising of 6 members. He/She will maintain excellent management and communications systems to enable the Ukraine Senior Management Team to perform at the highest possible levels. The position reports to the Country Director and works closely with all other SMT members. Position would be based in Kyiv, but may entail travel to other IRC field office locations in Kharkiv, Dnipro, and Odesa to provide support to SMT members as needed.

KEY RESPONSIBILITIES

Administrative
- Organize all meetings where an SMT member is an initiator and an organizer, including coordinating and setting agendas, taking notes and following up on action plans as required.
- Follow up on travel details, visas, temporary residency permits, powers of attorney and other documents as may be required, accommodations, shipment of personal belongings for SMT members upon their arrival to the CP and/or upon departure, or in connection with their assignment in Ukraine.
- Provide assistance with organizing business trips for SMT members, including follow up the administrative department with booking tickets, accommodation, prepare TAF, TER for SMT members.
- Coordinate schedules for visitors to CP and provide logistics support as may be requested.
- Help with organizing events, including quarterly SMT and ESMT meetings, including booking venues and ordering catering in coordination with Supply Chain/Administrative department, preparing agenda, ordering stationary and required materials, etc. 
- Be ready to perform and assist with other administrative tasks at the request of an SMT member.

Communications
- Help with drafting internal or external communication on behalf of an SMT member.
- Translate email communication into English or/and Ukrainian languages, ensure proofreading of translated emails before sending on behalf of an SMT member.
- Provide in-person interpretation into English for SMT members if needed at meetings or events that take place in Ukrainian language.
- Professionally and diplomatically represent IRC internally and externally when needed.
- Maintain and update the country program’s (CP) external contact list as well as the internal CP mailing lists, including update of contacts in People Director and updating emailing groups, Teams chat groups.
- Support in preparation of presentations, reports as requested by an SMT member.

Project Management
- Identify gaps and manage systems/process improvement to enhance the efficiency of country inter-departmental work.
- Under the direction of the Ukraine Country Director, assist with other departmental needs and special projects.

Key Working Relationships:
Position Reports to: Country Director
Position directly supervises: N/A
Internal:
• Ukraine Country Director and all Ukraine CP Senior Management Team members
• Frequent contact ESMT, Field Coordinators, HR, Supply Chain and Administrative Teams

Job Requirements:

Education: Bachelor’s degree in Business Administration, Marketing, International Relations or any related field.
Work Experience: 3-4 years of experience in a similar role, preferably working in INGO environment

Demonstrated Skills and Competencies:
- Strong communication and interpersonal skills: demonstrated ability to work effectively across and within a large, complex organization, both laterally and vertically, and diplomatically communicate with a variety of people in a multi-cultural environment;
- Excellent organizational skills: the ability to work independently in a fast-paced, detail-oriented environment and efficiently organize the workflow of a fast-paced team; experience of working in a matrix structure is preferred;
- Critical Thinking and thinking out of the box;
- Proven attention to details: the ability to track and process multiple details simultaneously and accurately;
- Flexible work attitude: the ability to work productively in a team environment and independently; be adaptable to changes and uncertainty;
- Trustworthy with an ability in maintaining confidential information;
- Strong computer skills: ability to work effectively and accurately with MS Outlook, Word, Excel, PowerPoint, and to adapt to new applications.
- Strong visual skills: the ability to assist with preparation of charts and graphs in Excel and PowerPoint;
- Solid writing and editing skills: the ability to draft and edit professional documents and correspondence in both English and Ukrainian;

Language: English and Ukrainian language proficiency is a must.

IRC employees are eligible to the following benefits:
- Competitive salary
- Purposeful job and development opportunities
- English classes and unlimited online training courses
- Life Insurance
- Medical insurance for staff and family members
- Free psychological support to employees and their family members
- 30 calendar days of annual vacation with flexibility beyond the legally set minimum requirements
- Up to 10 days of paid medical leave

PROFESSIONAL STANDARDS

IRC builds diverse and inclusive teams of professionals who promote team engagement, inclusion and cohesion, critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients. 

The International Rescue Committee is determined to protect the people it serves, its staff and any person associated from all kinds of harm, abuse, and violence, including sexual exploitation, abuse and harassment. It is committed to taking all necessary preventive measures and creating an environment where people feel safe and can report misconduct. IRC workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, Equality and Accountability. The IRC also operates and enforces a set of complementary institutional policies to protect clients and staff from harm and abuse through the Adult and Child Safeguarding policies, the Respect at Work and Harassment-free Workplace policies, the Anti-retaliation and Reporter Protection policy, which are complemented by the IRC Global Reporting guidelines. These commitments are accessible in English and in Ukrainian language via this link: https://rescue.box.com/v/irc-safeguarding-policies. 

Where misconduct is alleged, IRC follows a Zero-tolerance approach and takes all necessary actions and corrective measures. The IRC investigation unit comprises of experts and trained investigators that ensures professional survivor-centered investigations are conducted if allegations of safeguarding violations are reported through the safe and accessible reporting channels that IRC makes available to its staff, partners, and clients. IRC is also an active member of the Inter-Agency Working Group on Protection from Sexual Exploitation and Abuse (PSEA) set-up in Ukraine. 

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.