POSITION: Administrative Assistant (Category 4, Administrative Support and Communications) 1. Objective(s) and linkages to Reforms A Reform Support Team (RST) at the Ministry of Economic development and Trade (MEDT) is a group of Ukrainian professionals (non-civil servants) funded on a temporary basis by the donors that provides targeted technical support and assists the Ministry in the design and implementation of priority reforms. The RST will assist in filling the capacity gaps in the design and implementation of priority reform strategies and programs, while strengthening links and partnerships between the Ministry’s priorities and relevant donor support. The Office Manager will assist the RST Director and other RST consultants in technical details of their work. Scheduling meetings and appointments, making office supplies arrangements and providing general administrative support to the RST will be the main task of the Office Manager. 2. Duration and proposed timeframe: This consultancy appointment has an estimated overall duration until 30 June 2019 inclusively. Subject to the availability of funding, the performance of the selected consultant and the specific needs of the RST, this appointment may be extended. The Consultant shall deliver services in Ukraine and for no less than working 20 days per calendar month. 3. Main Duties and Responsibilities: ●
Work with the RST Director and other RST consultants to coordinate and supervise daily operations; ● Plan internal communications, in-house or off-site activities, like trainings, teambuilding events, celebrations and conferences; ● Assist in developing and implementation of internal and external communications' plan for the RST MEDT; ● Build and sustain an team's image and reputation for quality and reliability, ensure public views a project favorably; ● Draft information materials, communication messages for legislative and policy changes developed by RST, Ministry of Economic development and Trade; ● Scheduling meetings and appointments within the RST and other relevant meetings; ● Preparing draft minutes of the RST meetings, draft letters; ● Maintain the office condition and arrange necessary repairs; ● Manage office G&A budget, ensure accurate and timely reporting. ● Procurement of necessary services and supplies for RST. Assistant will be subordinated to the RST Director. 4.
Qualifications, Skills and Experience: 4.1.
Qualifications and skills: At least Bachelor’s degree in Languages, Marketing, Management, Communications, Social science. Master’s degree is an asset; Fluency in Ukrainian and English (written and verbal); Strong communication skills;
4.2.
4.3.
Excellent organizational skills with exceptional attention to detail; Expected to act proactively and without much supervision; Ability to work in team; Deadline oriented and perfect time management skills; Willingness to pursue innovations in communications; PC literacy (advanced PowerPoint, Project, Excel, Word skills).
General professional experience: More than 1 year of general professional experience. Prior experience of work in donor funded projects or in public authorities is a plus. Specific professional experience: Preferably more than 1 year of proven experience in Administrative Management or Executive/ Communication Assistant.
5. Assignment Value The estimated monthly value of this consultancy position is in the region of EUR 300-700. The funding source of this assignment is the EBRD Ukraine Stabilisation and Sustainable Growth Multi-Donor Account (MDA). The contributors are: Denmark, the European Union, Finland, France, Germany, Italy, Japan, the Netherlands, Poland, Sweden, Switzerland, the United Kingdom and the United States of America. Please note selection and contracting will be subject to the availability of funding
6. Submissions Submissions must be prepared in English and delivered electronically by 05.10.2018, 2018, 23.59 (Kyiv time) to the following address: rstrecruiting2017@gmail.com All submissions must include: a completed Application Form (link for download http://bit.ly/2CZVcrp ) the candidate’s Curriculum Vitae Reference Letter from a recent supervisor (original in English, or Ukrainian with English translation) together with the contact details for two further referees who, if contacted, can attest to the professional and/or educational background of the candidate. Reference checks will be conducted at the discretion of the Recruitment Committee and Recruitment Panel and with prior approval of the candidate. Only applications which have been submitted using the correct template and are completed will be considered. 7. Selection Procedure Following the evaluation of all applications received, selected candidates will be invited to a brief written test in MEDT (Kyiv, Hrushevskogo str.12/2) covering both general and technical questions in both English and Ukrainian. Only short-listed candidates will be invited to an interview.