GHS Kazakhstan Operations Assistant

The Meeting Targets and Maintaining Epidemic Control (EpiC) project (2019–2027), a global project funded by the U.S. Government, provides strategic technical assistance and direct service delivery to achieve HIV epidemic control among at-risk and vulnerable populations and strengthen global health security (GHS), including COVID-19 response. Led by FHI 360 with core partners Population Services International (PSI), Palladium, and Right to Care, EpiC delivers excellence in both HIV and GHS by bolstering health systems — especially at the primary health care level — that serve as the frontline of routine health care service delivery, and as the first point of contact for prevention, detection, and response activities.

EpiC Kazakhstan is expanding its technical scope to include GHS, recognizing its critical role in strengthening capacities to prevent, detect, and respond to infectious diseases threats. In line with this, we are seeking qualified candidates for the of GHS Kazakhstan Operations Assistant. The position will be based in Almaty, Kazakhstan.

The GHS Kazakhstan Operations Assistant (OA) will work under the direction of the EpiC Kazakhstan Finance & Operations Team. S/he will perform a variety of administrative and office support duties. The position will be responsible for creating a safe, clean, comfortable, and welcoming workplace. S/he will also provide Finance support functions across Travel and Workshop Preparations Arrangements, file-keeping and archiving and other office operations.

A. Administrative Support:

• Serves as the primary point of contact for input from internal and external contacts.

• Screens all incoming visitors and vendors and directs them to the appropriate location.

• Receives, logs and distributes incoming mailing and prepares outgoing mail, including courier packages, office deliveries, and interoffice mail distribution.

• Maintains cleanliness of the office environment.

• Ensures stable operation of office equipment and internet access through effective communication and coordination with IT professionals and relevant service providers if needed.

• Maintains inventory of office equipment and assets.

• Maintains inventory levels of office supplies, assuring order, and accessibility on a regular basis to meet the needs of staff.

• Coordinates team meetings, secures facilities, prepares agenda, coordinates speakers, records meeting notes, etc.

• Provides country office staff and visitors with logistical arrangements for their business travel, including transportation and accommodation during their field trips, and assists them with submission of electronic EA when and if needed, and be responsible for logistical arrangements such as visa support, insurance, travel transportation and accommodation.

• Proofreads copy for spelling, grammar, and layout, making appropriate changes.

• Provides support to GHS KZ staff on office administrative procedures, policies and company SOPs.

B. Human Resources (HR) Support:

• Maintains staff leave & staff travel tracker.

• Ensures all new staff have proper materials and induction trainings to start working with the organization according to HR management standard.

• Performs other tasks assigned by the supervisor.

C.Finance Support:

•   Collects and prepares files for VAT reimbursement monthly.

•   Ensures accurate file record keeping and archiving for the office.

•   Requests closing documents from vendors and third parties.

• Bachelor's degree or equivalent in Business Administration, Human Resources Management, or related field.

• At least 2 years of experience providing full range of HR and administrative support in an office setting.

• Ability to communicate effectively and tactfully with all levels of staff, individuals from diverse cultures, and the public

• Ability to handle multiplied tasks and demanding schedules to deliver high quality results on time.

• Advanced skills in MS Office Suite (Word, Outlook, Excel, PowerPoint, and Access) and HR systems

• Prior work experience in a non-governmental organization (NGO) desirable.

• Fluency in written and spoken Russian and English.

• Excellent oral and written communication skills

• None. 

The position is open to Kazakhstani residents and will be based in Almaty, Kazakhstan. 

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.

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.

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