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Vacancy Announcements

 
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IREX announces two vacancy positions for America House Kyiv

Position Title:

Operations and Administrative Coordinator

Program:

America House Kyiv

Reports To:     

America House Director

Position Location:

Kyiv, Ukraine

 

About IREX:

IREX is an independent nonprofit organization dedicated to building a more just, prosperous, and inclusive world by empowering youth, cultivating leaders, strengthening institutions, and extending access to quality education and information. Founded in 1968, IREX has an annual portfolio of $80 million and a staff of over 400 professionals worldwide who implement programs and provide consulting expertise in more than 100 countries. For more detailed information about IREX please visit www.irex.org.

Summary of America House Program:

Through the U.S. Embassy in Ukraine, IREX administers the America House, a welcoming, dynamic space that fosters discussion and debate, provides opportunities for professional and personal skill building, and sparks creativity and collaboration around shared Ukrainian and U.S. values. The America House offers not only a physical space, but also a virtual hub, which facilitates access to balanced resources and information. Peer-to-peer cultural exchanges, discussions and learning at the America House provide visitors with a seat in “America’s living room.” For more detailed information about America House please visit www.americahousekyiv.org.

Summary of Position:

The Operations and Administrative Coordinator is responsible for general office and administrative support, including coordination with off-site support services (maintenance, security, catering, janitorial) and for providing logistical, procurement and financial support at America House.

 

Description of Responsibilities:

●      Coordinate staffing of the America House reception desk;

●      Ensure that visitor assistant team is meeting and greeting visitors with courtesy and professionalism;

●      Support America House Director with implementing administrative policies and procedures to ensure America House is well maintained, all necessary equipment and supplies are in place, the public space is welcoming and in working order, and the team has all the resources to implement programing;

●      Prepare various admin/accounting payment documents such as payment forms, reimbursements, VISA Card payments, consulting agreements, honoraria, interpreter fees;

●      Provide procurement support: coordinate with vendors and subcontractors on procurement and services needed for America House;

●      Liaise with Finance/Admin on payments and procurement; assist America House Director with budget planning, wire requests orders;

●      Order office supplies and special supplies and equipment for events and gallery exhibits (in coordination with America House Director and Programming Team);

●      Coordinate travel logistics and lodging for speakers and business travel for America House staff.

●      Order and recycle cartridges for printers and copiers;

●      Monitor and maintain office supplies inventory and promotional materials. Ensure that supplies and promotional materials are organized and accessible to all staff;

●      Liaise with IT and Innovations Manager on equipment maintenance;

●      Coordinate purchase of necessary office equipment and software;

●      Coordinate with off-site support services (maintenance, security, catering, janitorial) to make sure America House facilities are in working condition and well maintained;

●      Maintain a safe and secure working environment;

●      Maintain organized and well-kept storage areas, office kitchen, and general areas of the common office;

●      Supervise cleaning staff;

●      Coordinate building maintenance and upgrades in coordination with the America House Director;

●      Other duties as assigned.

 

Qualifications:

●      Bachelor’s degree;

●      Minimum 2 years experience working for an international NGO, community space, or similar position;

●      Minimum 1 year of experience working in providing administrative support;

●      Experience with payments and working with different vendors and contractors;

●      Good organizational skills;

●      Previous experience in providing logistical support;

●      Must speak fluent Ukrainian, Russian and English;

●      Excellent verbal and written communication skills; Must be skilled at handling multiple tasks and able to adhere to tight deadlines;

●      Demonstrated customer-service orientation, skilled at handling multiple tasks and able to maintain a calm, friendly demeanor under stressful situations;

●      Familiarity with MS Word, Excel, Gmail and Google Docs is an advantage;

●      Experience studying in the United States or holding an ECA alumnus/a status is an advantage.

 

To Apply:

Please send your cover letter, resume and salary history in English as an attachment in an email with “America House Admin Coordinator” in the subject line to resumes-ua@irex.org.

Only complete applications will be considered. No telephone inquiries will be accepted.

Application Deadline Extended: January 15, 2018. Applications will be reviewed on a rolling basis. Only applicants selected for interviews will be contacted. Selected applicants will be contacted before January 31, 2018. 

Position Title:

Visitor Assistant

Program:

America House Kyiv

Reports To:     

Events Manager

Position Location:

Kyiv, Ukraine

 

About IREX:

IREX is an independent nonprofit organization dedicated to building a more just, prosperous, and inclusive world by empowering youth, cultivating leaders, strengthening institutions, and extending access to quality education and information. Founded in 1968, IREX has an annual portfolio of $80 million and a staff of over 400 professionals worldwide who implement programs and provide consulting expertise in more than 100 countries. For more detailed information about IREX please visit www.irex.org.

Summary of America House Program:

Through the U.S. Embassy in Ukraine, IREX administers the America House, a welcoming, dynamic space that fosters discussion and debate, provides opportunities for professional and personal skill building, and sparks creativity and collaboration around shared Ukrainian and U.S. values. The America House offers not only a physical space, but also a virtual hub, which facilitates access to balanced resources and information. Peer-to-peer cultural exchanges, discussions and learning at the America House provide visitors with a seat in “America’s living room.” For more detailed information about America House please visit www.americahousekyiv.org.

Summary of Position:

The America House Visitor Assistant is responsible for welcoming and helping visitors, and partners, providing information on programs, resources and opportunities offered, assisting with organizing America  House events and assist with other tasks to implement programs. Specific duties include, but are not limited to, the following:

 

Description of Responsibilities:

●      Meet and greet visitors and callers with courtesy and professionalism. Provide basic information to general inquiries, present America House resources;

●      Register new members and maintain membership database;

●      Answer general inquiries to the America House Facebook page and general email account;

●      Assist visitors with checking out and using IT equipment. Provide basic tech support for laptop and tablet use;

●      Support America House team as needed and provide general support to staff including photocopying, filing, note-taking and other relevant duties;

●      Provide logistical support and room setup for events. Please note that the room setup often requires moving chairs and tables;

●      Maintain office stock of office supplies and order new supplies when need arises;

●      Interpret/translate for the international guests;

●      Translate outgoing communication materials into English and Ukrainian/Russian;

●      Ensure America House public spaces are always in presentable and working condition;

●      Liaise with America House team, cafeteria staff, cleaning staff and other support staff to make sure the regular operation runs smoothly, are equipped with all the necessities, supplies are in place, and visitors’ questions are addressed;

●      Other duties as assigned.

 

Qualifications:

●      Bachelor’s degree;

●      Excellent English, Ukrainian and Russian;

●      Strong intercultural and communications skills;

●      Reliable team player;

●      Demonstrated customer-service orientation, skilled at handling multiple tasks and able to maintain a calm, friendly demeanor under stressful situations;

●      Familiarity with Word, Excel, PowerPoint, Adobe InDesign, Photoshop, Illustrator, and other related graphic media applications software is an advantage;

●      Experience working with social media and/or operating tech equipment is an advantage;

●      Experience studying in the United States or holding an ECA alumnus/a status is an advantage.

 

To Apply:

Please send your cover letter and resume in English as an attachment in an email with “America House Visitor Assistant” in the subject line to resumes-ua@irex.org.

Only complete applications will be considered. No telephone inquiries will be accepted.

Application Deadline Extended: January 15, 2018. Applications will be reviewed on a rolling basis. Only applicants selected for interviews will be contacted. Selected applicants will be contacted before January 31, 2018.