Administration Manager

Job Posting Organization:
FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Established with a mission to address interrelated development challenges, FHI 360 employs experts across various fields including health, education, nutrition, environment, economic development, youth, research, technology, communication, and social marketing. The organization operates in over 50 countries and all U.S. states and territories, showcasing a diverse and capable workforce committed to making a positive impact globally. The EpiC project, which is part of FHI 360, is an eight-year global health initiative funded by the U.S. Department of State under the President’s Emergency Plan for AIDS Relief (PEPFAR). This project aims to tackle significant public health challenges such as HIV/AIDS, pandemic preparedness, and global health security" style="border-bottom: 1px dotted #007bff !important;">security, particularly in Ukraine where it receives Global Health Security funding to enhance public health systems.

Job Overview:
The Administration Manager will report directly to the EpiC Ukraine Operations Director and will play a crucial role in managing the administrative functions of the EpiC project in Ukraine. This position involves overseeing the administration of office spaces, vehicles, equipment, and other properties. The Administration Manager will be responsible for organizing events and workshops, managing property lease negotiations, and ensuring compliance with FHI 360 policies. This role requires a proactive approach to support the administrative needs of the project, including managing travel arrangements for local staff and liaising with logistics companies. The Administration Manager will also supervise a team of administrative assistants, ensuring that all administrative tasks are executed efficiently and effectively to support the overall goals of the project.

Duties and Responsibilities:
The Administration Manager will have a wide range of responsibilities, including but not limited to: supervising the administrative team across Ukraine to ensure the proper functioning of all FHI 360 properties; providing timely administrative support to project activities; onboarding and training staff on procedures and FHI 360 policies; managing office spaces, training halls, sub-offices, guesthouses, and storerooms; coordinating the maintenance and repair of properties; managing orders for office supplies and equipment; liaising with vendors for facility-related services; maintaining conference room schedules; overseeing the inventory of office supplies and furniture; negotiating new property leases; ensuring compliance with payment requests for rent and utilities; managing the local Ukraine Travel Platform; coordinating travel arrangements for international staff and visitors; and ensuring compliance with IT policies and equipment maintenance. The role also involves supporting translation needs and developing administrative policies.

Required Qualifications:
Candidates must possess a Bachelor's Degree or an international equivalent in Business Administration or a related field. The position typically requires 8-10 years of experience in facilities management or within the hospitality and logistics industry. Excellent oral and written communication skills, along with strong troubleshooting and customer service abilities, are essential. Proficiency in technology, particularly with SharePoint, Microsoft Teams, Word, Excel, and PowerPoint, is required, with additional skills in Power BI, AutoCAD, and Microsoft Project considered a plus.

Educational Background:
A Bachelor's Degree or an equivalent qualification in Business Administration or a related field is required for this position. This educational background provides the foundational knowledge necessary for effective management of administrative functions and understanding of organizational policies and procedures.

Experience:
The Administration Manager position requires a significant level of experience, typically between 8 to 10 years, in facilities management or within the hospitality and logistics sectors. This experience should demonstrate a proven track record of managing administrative functions, leading teams, and ensuring compliance with organizational policies.

Languages:
Professional proficiency in written and spoken Ukrainian is mandatory for this position. Knowledge of additional languages may be considered an asset but is not explicitly required.

Additional Notes:
This position is open exclusively to Ukrainian nationals who are either residing in Ukraine or willing to relocate. The expected hiring salary range for this role is between UAH 1,066,667 and UAH 1,500,000 annually, depending on various factors such as relevant experience and education. The role is based in FHI 360’s office in Kyiv, Ukraine, and is subject to the organization's equal opportunity and affirmative action policies. FHI 360 is committed to safeguarding against abuse and harassment in the workplace and requires all personnel to adhere to a code of conduct. The organization also emphasizes a healthy work/life balance and offers a competitive benefits package.