Admin Officer

Work Arrangement:

Job Description

Background of Country and Emergency Response: Months of escalating Russian hostility towards Ukraine have culminated in a concerted invasion of the country and the launch of military attacks across multiple cities in Ukraine, with a view to destabilize the country and provoke a change in government. Fleeing insecurity, Ukrainians are travelling west, with Poland establishing 8 reception centers along its border with Ukraine, for an estimated 1 million arrivals. Between February 7-23, 2022, an IRC team undertook a scoping mission covering Poland and Ukraine to better understand the context, humanitarian and civil societylandscape, and anticipated service gaps in the event of an escalation of conflict in Ukraine and consequent displacement into neighboring Poland.As of February 24th, the IRC has pivoted to an emergency response, and have identified partner agencies in Poland and Ukraine to facilitate immediate assistance that can be used where it is the most needed. Simultaneously, IRC/partners will launch a rapid needs assessment to better understand the humanitarian needs in both Poland and Ukraine and how IRC can complement partner response services either in breadth or in scale. This position will be based in Kyiv.. As this is a fluid and rapidly changing context, the location of this position and length of assignment may change based on the needs of the program.

Job Overview/Summary:

Reporting to the Field Coordinator, the Administration Officer will be responsible for managing both internaland external (non-IRC) visitors, link for expatriate staff travel issues to/from Ukraine.The role will alsobe responsible for managing meetings and office space at Dnipro office.

Major Responsibilities:

Facility management Responsible of facility management for offices and guesthouses. o Act as focal point for all communication with landlords including, but not limited to, receiving monthly rent and utility expense invoices, verifying them and submitting paymentrequests. Address any issues that affect the functionality of facilities to the landlord and follow up with repairs or corrections. Identify repair needs in the office, raise purchase request and liaise with procurement department

Office Management When required, support and manage space allocations to permanent and visiting internal staff. Receive, register, advise, direct and monitor internal and external visitors. Responsible of petty cash management for office supply and travel related costs.

Responsible of consolidating office stationery, kitchen and hygiene supply needs, raising purchase requests for procurement. Identify furniture needs in the office, raise purchase request Manage office and guesthouse cleaners Organize seating space for visiting staff and conduct introductory office tour for all new visiting and permanent staff. Plan and communicate seating arrangements for new permanent staff

Events &Meetings Manage internal and external meetings through booking venues (internal and external), keep a register of the conference room booking requests etc. Ensures that all necessary equipment and material is in place during meetings, conferences. Support HR for organization of teambuilding events.

Travel Prepare Market Survey for hotel accommodation in the AoR (Area of Responsibility). When requested, arrange local travel and crossing travel to/from the base city, including hotel reservation. Verify and submit hotel Invoices for payment according to IRC procedure.

Other Support the Field Coordinator with other tasks as may be required

REQUIREMENTS:

Diploma or degree in Administration, Finance or related degree At least 2 years’ experience of a similar role or equivalent in humanitarian or development programs Previous experience handling different stakeholders and/or coordinating activities is desirable

Demonstrated understanding of working with people from different cultures Previous experience in emergency preparedness and response preferred Personal qualities: Team player, flexible, network-builder, able to handle pressure well.

Languages Requirements: Fluencyin Ukrainian and English.

Professional Conduct: The IRC and IRC workersmust adhere to the valuesand principles outlinedin the IRC Way – Code of Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Personsand several others.

Gender Equality:

IRC is committedto narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

IRC is an Equal Opportunity Employer IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.

#LI-GH2

Qualifications