Administration Manager

About FHI 360 and EpiC

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, youth, research, technology, communication, and social marketing—creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 50 countries and all U.S. states and territories.

The Meeting Targets and Maintaining Epidemic Control (EpiC) project is an eight-year (2019–2027) global health project initially funded by the U.S. Department of State (DoS) as part of the President’s Emergency Plan for AIDS Relief (PEPFAR). EpiC operates in approximately 50 countries, addressing key public health challenges such as HIV/AIDS, pandemic preparedness, and global health security.

In Ukraine, the project receives Global Health Security (GHS) funding to strengthen global, regional, and local public health systems, building on broad experience and existing capabilities that align with national GHS priorities and US Government goals. EpiC will support the national and regional public health institutions, health care facilities, the State Service of Ukraine on Food Safety and Consumer Protection’s research institutes and regional departments, academic institutions, as well as civil society organizations to strengthen GHS capacities in infection prevention and control (IPC), antimicrobial resistance (AMR), health emergency management (HEM), with a particular focus on the prevention, detection and response to infectious disease outbreaks of epidemic significance. All activities will be aligned with national regulations, guidelines and standards, as well as relevant international frameworks.

FHI 360 is seeking qualified candidates for an Administration Manager position based in Kyiv, Ukraine. This position is open to Ukrainian nationals who are residing in Ukraine or are willing to relocate to Ukraine. Professional proficiency in written and spoken Ukrainian is required.

Job Summary:

The Administration Manager reports to the EpiC Ukraine Operations Director and will support EpiC Ukraine in the administration of the office(s), vehicles, equipment and any other properties; S/he will lead the organization of events and workshops, including housekeeping, supply stocking, manage property lease negotiations, approval and issuance of contracts, manage the Ukraine Travel Platform and travel related matters for local staff, including liaison with Logistics Company, oversee the translation/interpretation services, and address any other administrative needs of the project. The Administration Manager will supervise the team of administrative assistant(s).

Accountabilities:

• Supervise admin team across Ukraine to ensure proper functioning of all FHI 360 Properties.
• Provide timely admin support to project activities to ensure smooth project implementation.
• Provide onboarding and trainings on the procedures and FHI 360 policies within the department.
• Manage FHI 360 Properties, including office space, training halls, sub-offices, Guesthouses and storerooms

• Control the upkeep of properties in terms of needed repairs, heating/cooling systems, cleanliness and all other aspects to ensure its proper functioning.
• Coordinate and manage timely placement of orders for office supplies, stationery, and consumables across Ukraine.

• Respond and evaluate staff requests for office furniture and equipment.
• Liaise with outside vendors regarding facility-related services, such as refurbishment, office furniture, appliances, and maintenance issues.
• Ensure maintenance of conference room schedules and supply/equipment sign-out logs at all offices: guide on setting up conference rooms with visual aids equipment and ensure equipment is returned to the appropriate storage area.
• Maintain furniture inventory by recording, verifying, and tagging office furniture and admin equipment; check furniture items for any damage; liquidate damaged equipment.
• Maintain inventory levels of office supply cabinets and kitchen supplies, assuring order and accessibility at all sites.
• Lead the process of identification and negotiation of new property, taking into account programmatic & security requirements; develop lease package per FHI 360 policy and liaise with HQ to seek approval.
• Establish a system of maintenance of files for all administrative activities.
• Ensure proper tracking, filing, and processing of payment requests for rent and utilities on all FHI leased properties within the country in a timely manner.
• Manage the development and utilization of the local Ukraine Travel Platform tool to ensure smooth and compliant travel arrangements for all projects in Ukraine. Includes the development of the written SOP on the travel tool, onboarding/training of all staff on the travel tool usage and travel procedures, customization of the tool for each FHI 360 project in Ukraine, and close coordination with the Finance and P&C team to provide regular updates to the travel tool.
• Liaise with the contracted Logistics Firm to secure accommodation, ground transportation, and any other in-country related travel for consultants.
• Provide support to the international staff and visitors travelling in Ukraine. Coordinate their arrival to Ukraine and provide the required documentation before travel, including Mission Orders, Pre-Arrival Briefings, TIRF, Airport Pick-up, and Border crossing guidelines, Train Tickets, etc
• Manage booking of accommodation in hotels and/or Guesthouses and venues for all staff based on the approved EAs.
• Manage Mobile Phone provision policy, including enrollment of staff and consultants into corporate phone plans, reviewing of monthly invoices, deactivating users, and creating/maintaining a sound tracking system to avoid activation charges for departed employees. Coordinate the process of receiving, logging, and distributing any incoming and outgoing packages and office deliveries.
• Liaise with the IT team to ensure FHI 360 IT policy compliance and maintenance of IT equipment. In coordination with the IT team to place orders for IT equipment and ensure proper functioning of the network and IT equipment at office sites.
• Support translation needs, coordinate work with external translators, and control quality of translations in the office.
• Ensure ordering of visibility items for all staff in Ukraine in a timely manner and within the organization's objectives.
• Developing, improving and implementing administrative policies.
• Support AD for Operations in BvA updates for all admin expenses.
• Maintain SOPs on Office Management
• Ensure coordination between the Administration and Security Departments on matters such as approved hotel lists and office-related security issues.

• Contribute to Communications strategy and Communications products, as needed.

Education Qualification & Experience

• Bachelor's Degree or international equivalent in Business Administration or Related Field.
• Typically requires 8-10 years of facilities management experience or hospitality and logistics industry
• Excellent oral and written communication, troubleshooting, responsiveness, and customer service skills.
• Technology proficiency with Sharepoint, Microsoft Teams, Word, Excel, Power Point. A plus, for Power BI, AutoCAD, Microsoft Project.

Typical Physical Demands:

• Typical office environment.
• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
• Ability to sit and stand for extended periods of time.
• Ability to lift/move up to 5 lbs.

Technology to be Used:

• Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• Less than 10%

This job description summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

The position will be based in FHI 360’s office in Kyiv, Ukraine. Position is open to Ukrainian national candidates only.

The expected hiring salary range for this role is UAH 1,066,667 - 1,500,000 annually for basic salary. When determining an offer amount, FHI 360 factors in multiple considerations, including but not limited to: relevant years of experience and education possessed by the applicant, internal equity, market pay, and budget.

This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.

FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.

Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicants’ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicant’s tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.

FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.

FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others — and yourself.

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