Administrator in Golosi ditey, BF

Voices of Children Charitable Foundation is a Ukrainian foundation that grew out of a volunteer initiative in 2015 in Eastern Ukraine. Our mission is to inspire and support children, create conditions for children's voices to be heard, and support their resilience in the face of war. The Foundation implements its mission and aims to become an effective, sustainable and recognizable institution in the field of child support. The person in this position will be responsible for the organizational and documentary support of all activities of the direction: online courses, offline trips and one-day events. The role combines operational work, communication with participants and the team, coordination of procurement and logistics, as well as participation in trips during the implementation of programs.

Main responsibilities1. Operational and documentary support of the project

• Maintenance and preparation of documentation related to the conduct of activities (online courses, offline trips, events).

• Preparation and systematization of reporting materials, lists of participants, registration forms, technical tasks.

• Formation of requests for contracts, acts and payment for services in interaction with the financial department.

2. Procurement and interaction with contractors

• Organization of procurement of services and resources necessary for the implementation of activities.

• Search for contractors, collection of commercial proposals, coordination of the implementation of agreements.

• Control of compliance with the approved project budget.

3. Communication with participants and parents

• Information support for teenage participants and their parents.

• Coordination of participation in events, answers to organizational questions.

• Ensuring correct, timely and uninterrupted communication at all stages programs.

4. Logistic support of events

• Participation in trips to activity locations as part of the management team.

• Preparation of locations, provision of materials, coordination of logistics.

• Interaction with facilitators, teachers and partners directly at place.

5. Interaction with the project team

• Close cooperation with the project manager and the financial department of the fund.

• Supporting the processes of planning, monitoring and implementation of activities.

• Participation in internal meetings, planning and evaluation of results programs.

Professional competencies

• Experience in administration, operational management or project activities

  (experience in the public sector will be an advantage).

• Basic understanding of financial and legal processes (contracts, acts, accounts).

• Skills in keeping documentation, organizing processes, working with tables.

• Communication experience with various target audiences, including teenagers and parents.

Personal qualities

• Responsibility, organization, attention to details.

• Ability to communicate clearly, politely and available.

• Proactivity and the ability to work with several tasks at the same time.

• Readiness for periodic offline trips lasting from 1 to 7 days (depending on the program).

It will be a plus if you:

• Have work experience in charitable, cultural or educational projects.

• Worked with youth or participated in adolescent support programs.

• Understand the basic principles of procurement and budgeting in project activities.

• Have experience in event organization or event logistics.

• Participated in field programs (camps, trainings, non-formal education programs).