Management Sciences for Health

  • Office/Administrative Coordinator

    Job ID
    # of Positions
    GEN (General)
    A543 - SAFEMed
    Reports To
    COMU Manager
  • Overview

    The Administrative Assistant supports the COMU Manager in the financial and administrative management of the SAFEMed Ukraine program.  S/he assists in the implementation of program activities by providing all administrative and logistical assistance, and assists with maintaining efficient office operations – copying/filing of documents, assists with reports and resources, scheduling and coordinating meeting/events and logistics, and administratively supporting project staff.


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


    This position is for locals only. No allowances or relocation available.

    Specific Responsibilities

    Provide administrative support to the COMU Manager to ensure smooth and efficient office operations (25%)

    • Assist in preparing all the vendors payable vouchers, receiving and stamping all the invoices on the date they are received, attaching all the relevant approved Emails and Request Forms for cross reference on the invoices and double checking the previous payments to avoid double payments.
    • Assist with Procurement, preparing Activity Profile, Advance Request, and Travel Arrangements.
    • Handle necessary procedures where referring to Procurement for office supply and/or equipment or as required.

    Provide logistical support for booking travel and accommodations for staff and consultants, and in processing required authorizations (25%)

    • Search & provide information on transportation schedule; compile the best routes 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.

    Manage the front office/desk and provide general administrative support functions including but not limited to (20%)

    • Faxing, copying, binding, drafting memos and letters.
    • Manage the main operations (receipt and issue) of the stationery, office supply stores and office item inventory, and ensure proper use.
    • Develop, maintain and update contact numbers and addresses of all staff, partners and stakeholders.
    • Prepare minutes and meeting notes in absence of Administrative Assistant.
    • Process all incoming and outgoing mail and manage courier and transportation services.
    • Manage work of cleaning lady, handymen, etc.
    • Communication with the Landlord on office space technical issues.

    Assist in coordinating conferences/workshops and other events (20%)

    • Handle arrangements and assist in the logistics for meetings, 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.

    Provide communications and administrative support to country staff and consultants (10%)

    • Prepare correspondence and communicate on behalf of staff and consultants as required.
    • Set appointments and provide translation or interpreting, if needed.

    Qualifications and Experience

    Required Minimum Education:

    Required: Bachelor's Degree in office administration or related area.


    Required Minimum Experience:


    • 0-2 years of experience in an  administrative position.


    Experience in administrative work of supporting an international team.


    Knowledge and Skills:


    • Proficiency in Microsoft Office programs, especially Excel spreadsheets, Google Docs, Google Sheets, Google Drive required.
    • Fluency in Ukrainian and strong ability to communicate in English including reading, writing and speaking skill.


    • Experience with Ukrainian public health sector and familiarity with USAID.
    • Basic accounting knowledge.
    • Knowledge of subject areas and relevant terminology strongly preferred.


    • Functional competencies: Detail-oriented with excellent interpersonal skills and ability to work in a team. Demonstrated organization, planning, time-management, and problem-solving skills. Ability to prioritize tasks and to take initiative. Demonstrated customer service excellence and superb oral and written communications skills.
    • 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:

    • Travel requirements: Ability to travel throughout Ukraine up to 20% 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

    COMU Manager
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