Office coordinator (National Position)

Administrative Support:

· Prepare, manage, and archive contracts for national personnel, ensuring accuracy and compliance with AVSI policies and Ukrainian labor legislation.

· Coordinate recruitment processes, including posting job vacancies, screening applications, organizing interviews, and supporting selection committees in coordination with relevant departments.

· Draft, review, and finalize Memorandums of Understanding (MoUs) with local authorities, partners, and other stakeholders.

Procurement Support:

· Prepare and manage contracts with suppliers and service providers in line with AVSI procurement procedures and donor requirements.

· Maintain accurate and up-to-date records of procurement processes, contracts, and transactions.

· Support the Operations Manager in ensuring compliance with procurement policies and documentation standards.

HR Coordination:

· Act as the primary focal point between the Poltava office and AVSI HQ HR Department for all HR-related matters.

· Ensure timely and accurate submission of HR documentation to HQ (contracts, staff files, onboarding documents, etc.).

· Support onboarding of new staff, including coordination of orientation sessions and required trainings.

General Office Management:

· Maintain organized and updated physical and digital filing systems for contracts, MoUs, HR, and procurement documentation.

· Ensure compliance with AVSI operational, financial, and administrative guidelines across all assigned tasks.

· Provide regular updates and administrative reports to the Operations Manager and AVSI HQ, as required.

Education: Bachelor’s degree in Business Administration, Human Resources, Management, Law or a related field.

Experience:

· Minimum of 1 year of experience in office administration, HR coordination, or procurement support.

· Familiarity with Ukrainian labor law and procurement regulations is considered an asset.

· Strong organizational and multitasking skills.
· Excellent communication and interpersonal abilities.
· Proficiency in Microsoft Office Suite and administrative tools.
· Fluency in English at B2 level or higher (written and spoken).

Personal Attributes:
· High attention to detail and accuracy.
· Proactive and solution-oriented mindset.
· Ability to work in a multicultural environment.
· Strong sense of confidentiality and professionalism in handling sensitive information.
*AVSI reserves the right to request information from previous employers regarding any disputes, safeguarding concerns, investigations, or disciplinary actions, and to require the candidate to provide criminal and civil records, for the purpose of assessing the worker’s professional suitability for roles involving contact with vulnerable individuals, including children and adults.
** AVSI applies the principle of inclusiveness and non-discrimination in its selection process, ensuring equal opportunities regardless of sex, age, ethnicity, nationality, sexual orientation, gender, marital status, religious belief, disability, or belonging to protected classes.