Administration Assistant
Provide support for the daily functioning of the office and implementation of DRC programs.
This opening expired 6 months ago.
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Overview
Provide support for the daily functioning of the office and implementation of DRC programs.
You have:
- Minimum 1 year of working experience in Administration, Supply Chain, or any other relevant field.
- University degree: Bachelor's degree in public administration, procurement or other related field.
- Fluency in Ukrainian.
- Advanced English proficiency (desirable).
- Computer literacy: confident user in MS Word, Excel, PowerPoint and Outlook.
- Cultural sensitivity and ability to work in a cross-cultural environment.
- Organizational and time management skills, ability to prioritize tasks.
- Personal discipline, punctuality, responsibility in decision-making, honesty, sociability.
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 800 staff in Ukraine and implements 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.
DRC is currently looking for a Administration Assistant in Sumy, Ukraine.
About the job
The Administration Assistant provides support for the daily functioning of the office and the implementation of DRC programs in the North region (Sumy office). Reports to the Administration Team Leader, collaborates with the support team and program staff to ensure the timely completion of administrative tasks and provide the necessary support to other teams in his/her area of responsibility.
Your main duties and responsibilities will be:
- Provide necessary administrative support to employees regarding travel arrangements, ticket and accommodation bookings, as well as proper reporting.
- Assist the Administrative and Facilities Manager and the Regional Manager in administrative and program-related tasks.
- Support in obtaining residence permits and accommodation for international staff.
- Search for apartments and guest accommodations, handle documentation and contracts related to their rental and maintenance, including preparing agreements with landlords and resolving issues related to office and guest apartment leases.
- Administer guest accommodations: check-in, stay arrangements, cleaning.
- Oversee office operations: collect requests for purchasing consumables, keys, SIM cards, ID cards, and other supplies.
- Communicate with suppliers, collect invoices and other supporting documents.
- Provide oral and written translation as needed – Ukrainian/English/Russian.
- Perform other administrative tasks related to the functioning of the office and departments.
About you
To be successful in this role as an Administration Assistant we expect you to have minimum 1 year of working experience in Administration, Supply Chain or any other relevant field, experience in NGO will be an advantage and Moreover, we also expect the following:
Required:
- University degree: Bachelor's degree in public administration, procurement or other related field.
- Computer literacy: confident user in MS Word, Excel, PowerPoint and Outlook.
- Cultural sensitivity and ability to work in a cross-cultural environment.
- Language skills: fluency in Ukrainian.
- Organizational and time management skills, ability to prioritize tasks.
- Personal discipline, punctuality, responsibility in decision-making, honesty, sociability.
Desirable:
- Advanced English proficiency.
In this position, you are expected to demonstrate DRC’ five 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 uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.
We offer:
- Contract length: probation period - 3 months with the possibility of extension depending on performance and availability of funding.
- Band: І, non-management.
- Designation of Duty Station: Sumy.
- Start date: as soon as possible.
Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for national staff.
Application process
All applicants must upload a cover letter and an updated CV (no longer than four pages) in English.
A****pplications sent by email will not be considered.
Closing date for applications: December, 08th, 2025
Potential interview questions
| Can you share an experience where you had to manage multiple administrative tasks at the same time? | This question is to assess your organizational skills and ability to prioritize tasks. | Describe a situation where you successfully managed competing deadlines. |
| How do you ensure cultural sensitivity when working in a diverse environment? | The interviewer wants to know how you handle diverse workplace dynamics. | Pro members can see the explanation. |
| Describe how you handle the pressure of tight deadlines in an administrative role. | Pro members can see the explanation. | Pro members can see the explanation. |
| What tools do you use to stay organized in your work? | Pro members can see the explanation. | Pro members can see the explanation. |
| Have you ever encountered a conflict when managing accommodations for staff? How did you resolve it? | Pro members can see the explanation. | Pro members can see the explanation. |
| What steps do you take to ensure effective communication in your team? | Pro members can see the explanation. | Pro members can see the explanation. |
| Can you provide an example of how you've used your language skills in a professional setting? | Pro members can see the explanation. | Pro members can see the explanation. |
| How do you prioritize your tasks when you have conflicting deadlines? | Pro members can see the explanation. | Pro members can see the explanation. |
Added 6 months ago
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Updated 6 months ago
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Source:
drc.ngo
