Management Sciences for Health

  • Training Senior Associate

    Grade
    F
    Job ID
    13-10040
    Location
    Ukraine-Kyiv
    # of Positions
    1
    Group/Office
    PHT
    Dept/Unit
    GEN (General)
    Project/Program
    A543 - SAFEMed
    Reports To
    Finance & Operations Manager
  • Overview

    The Senior Training Associate supports the Finance & Operations Manager with the administration, scheduling and logistics of project meetings, trainings, events coordination and general administrative program activity support for the SAFEMed Ukraine Activity throughout Ukraine. S/he implements training solutions, assesses needs, assists with the design of training materials, coordinates the delivery of training programs (whether developed internally or sourced externally), and monitors the results. S/he will also provide linguistic and cross cultural support to the SAFEMed Program expats and visiting colleagues, subcontractors and consultants when needed.

     

    The Senior Training Associate is expected to follow the financial and administrative systems according to MSH policies and procedures and in compliance with USAID regulations.

    Specific Responsibilities

    Coordinating Conferences/Workshops and Other Events (50%)

    • Handle arrangements and assist in the logistics for meetings, trainings, retreats, and workshops.
    • Coordinate logistics for all project events and requested services including reserving conference/workshop venues, determining catering needs, preparing conference/workshop materials, assistance with arranging for the travel, lodging, and registration of participants, consolidating conference/ workshop evaluation result and maintaining any necessary records.
    • Enter required information into on-line system for trainings/events tracking.

    General Administrative Support (30%)

    • Develop, maintain and update contact numbers and addresses of all staff, partners and stakeholders.
    • Prepare minutes and meeting notes in absence of Administrative Assistant with Procurement, and prepare activity profiles, advance requests, and travel arrangements.
    • Handle necessary procedures where referring to procurement for office supply and/or equipment or as required.

    Communications and Administrative Support to Expats and Consultants (5%)

    • Liaise and foster successful collaboration with stakeholders on behalf of the visiting staff and consultants including appointment management, preparation, formatting and dissemination of the technical documents, training materials, reports and presentations. 
    • Prepare correspondence and communicate on behalf of staff and consultants as required.
    • Set appointments and provide translation or interpreting, if needed.

    Logistic Support for Staff and Consultants (5%)

    • Search and provide information on transportation schedules and compile the best routes while taking into account staff requirements.
    • Screen and book hotels in country for local and international staff and consultants.
    • Prepare necessary travel in-country and international authorizations.

    Interpreting (5%)

    • Act as a backup when needed to provide consecutive and simultaneous interpreting for the project expats or visiting colleagues, subcontractors and consultants at meetings and external events. 
    • Provide cross cultural support to the Chief of Party, visiting staff and consultants by capturing intended implications and nuances in the political, regional, ethnic and cultural context.

    Written and Verbal Communication (5%)

    • Act as backup when needed to provide occasional timely and high quality written translation of technical, regulatory and administrative documents, such as technical guidelines, extracts of laws, legislative documents, contracts and other official correspondence from English into Ukrainian and vice versa.

    Qualifications and Experience

    Education

    Required

    • Bachelor's Degree

     

    Experience

    Required

    • 2 years of experience in event coordination and office administration

    Preferred

    • 2-4 years of experience in event coordination and office administration
    • Experience with Ukraine’s public health sector and familiarity with USAID programs

     

    Knowledge and Skills

    • Experience and proficiency with Microsoft Office Suite, including Word, Power Point, Excel, and electronic mail required.
    • Demonstrated customer service excellence and superb oral and written communications skills. 
    • Detail-oriented with excellent interpersonal skills and ability to work in a team. Polite, respectful and tactful, and able to relate well to people.
    • High level of proficiency in English including reading, writing and speaking skills, including interpreting skills required.
    • Native Ukrainian language skills required.
    • Knowledge of subject areas and relevant terminology strongly preferred.

     

    Competencies

    • Functional competencies: Detail-oriented with excellent interpersonal skills and ability to work in a team.
    • Ability to work with minimal supervision, prioritize tasks, take initiative and strictly meet deadlines.
    • Demonstrated organization, planning, time-management, and problem-solving skills.
    • Active listening, good memory retention, ability to take notes during the interpreting assignments, staff and other meetings to ensure accuracy of the information given.
    • Ensuring delivery of results: client focus, information sharing, priority setting, and problem solving
    • Core personal competencies: ethics and values, integrity and trust, sound judgement, ability to work in a team-oriented environment; excellent listening, oral and written communication skills 
    • Core MSH competencies: adaptability, communication, problem solving, creativity and innovation, timeliness of work, quality of work and team relationships, resource utilization

     

    Physical Demands

    • Ability to travel throughout Ukraine up to 30% of the time.
    • Keyboard use, pulling drawers, lifting papers <10lbs.

    Background Information

    Management Sciences for Health (MSH), a global health nonprofit organization, uses proven approaches developed over 40 years to help leaders, health managers, and communities in developing nations build stronger health systems for greater health impact. We work to save lives by closing the gap between knowledge and action in public health. Since its founding in 1971, MSH has worked in over 150 countries with policy makers, health professionals, and health care consumers to improve the quality, availability and affordability of health services. Working with governments, donors, non governmental organizations, the private sector, and health agencies, MSH responds to priority health problems such as HIV & AIDS; tuberculosis; malaria; maternal, newborn and child health; family planning and reproductive health; and chronic non-communicable diseases such as cancer, diabetes, and lung and heart disease. Through strengthening capacity, investing in health systems innovation, building the evidence base, and advocating for sound public health policy, MSH is committed to making a lasting difference in global health.

    EEO Statement

    Management Sciences for Health is an equal opportunity employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical or mental disability, or veteran status.

    Reports To

    Finance & Operations Manager
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