Administration Assistant

Contract

This is a DRC - National contract. More about DRC - National contracts.

Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations.

DRC has been operating in Ukraine since 2014, currently DRC employs over 650 staff in Ukraine and will continue significant scale-up in 2024 to implement emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

Overall purpose of the role:

The administration assistant provides support for the daily functioning of the office and the implementation of DRC programs in the eastern region, in Mykolaiv office in the area of responsibility. Reports to the financial and administrative team leader, collaborates with the procurement team and program staff to ensure the timely completion of administrative tasks and provide the necessary support to other teams in his area of responsibility.

Main Responsibilities:

• Solving administrative tasks in accordance with DRC's internal regulations and procedures
• Solving tasks in matters related to the rental of real estate, including the preparation of agreements with landlords and solving problems related to the rental of office and guest apartments
• Providing necessary administrative support to program staff regarding travel arrangements, booking tickets and accommodation, and proper reporting
• Assistance to the HR department in the registration of new employees, namely scanning of employee documents, participation in interviews and verification of letters of recommendation
• Effective work with finance, logistics, and program departments to prepare for timely procurement of necessary materials and services
• Support of the Support Services Manager and Area Manager in matters of administrative work
• Monitoring compliance with the organization's international code of conduct, internal and donor instructions/procedures regarding DRC procurement, to avoid conflicts of interest
• Other administrative tasks at the request of the manager
• Understanding and ensuring compliance with the DRC Code of Conduct

DRC’s core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process;
• Collaborating: You involve relevant parties and encourage feedback;
• Taking the lead: You take ownership and initiative while aiming for innovation;
• Communicating: You listen and speak effectively and honestly;
• Demonstrating integrity: You act in line with our vision and values.

Required experience and competencies:

• Microsoft Office skills, in particular MS Excel and Word, experience with ERP systems is desirable
• Analytical mindset, attention to detail, communicability, financial literacy
• Previous experience from 1 year
• Experience working in an NGO will be an advantage
• English B-2 or higher
• Fluency in Ukrainian and Russian

Required education:

• Master degree at economics, management, accounting or analogue

We offer: Contract length: 3 month renewable after satisfactory probation period. Level: I non Manager Designation of Duty Station: Mykolaiv - Full time based Start date: As soon as possible.

Application process: All applicants must upload a cover letter and an updated CV (no longer than four pages in English).

Applications are open until 19th February 2024

Applications sent by email will not be considered.

We reserve the right to conduct further interviews before the deadline for submission of applications.