Administration Assistant Ukraine Kyiv (Ukrainian Nationals)

Contract

This is a Professional contract, Grade 3 (NRC) contract. More about Professional contract, Grade 3 (NRC) contracts.

1. Role and responsibilities

The purpose of the Assistant position is to assist in the day-to-day implementation of the support functions responsibilities.

Generic responsibilities

These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan.

1. Adhere to NRC policies, tools, handbooks, and guidelines
2. Assist with the implementation of the support function portfolio according to plan of action
3. Prepare and develop status reports as required by management
4. Ensure proper filing of documents for all administrational documents according to procedures
5. Promote and share ideas for improvement of the support function
6. Contribute to identification of protection risks and needs in the context of program implementation
7. Assist preparing the office/boardroom for meetings, conferences, and other events. Handle catering and other related services
8. Assist with the registration of NRC projects with the Ministry of Economy (if needed)
9. Any other duties that will be assigned by HR Coordinator.

Specific responsibilities

These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus, and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly.

• Assist in drafting letters, cover letter for official correspondence. Reply to general information requests with accurate information. Sending receiving, distributing, and filing incoming and outgoing letters, mail, and other documents
• Organize and schedule meetings, trainings, events, and appointments when and if needed. Greet clients/suppliers/visitors to the NRC in a professional and friendly manner, assist with onboarding procedures
• Assist with administrative tasks and provide research and administrative support to individuals, where necessary, keep all trackers and lists updated
• Translation of official documents both written and real-time verbal (if needed)
• Deal with official employment institutions (if needed)
• Assist in initiation of procurement procedures using Agresso Procurement system
• Ensure smooth operations of office cash flow by controlling daily office expenses, preparing weekly and monthly cash count reports, cash requests and accountability reports on constant bases
• Ensure all procurement plans are made and approved; activities are held (with suppliers, PRs, POs etc.).

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

• Logistics, Finance
• Programs
• Management (CD/Area Manager)

1. Competencies

Competencies are important in order for the employee and the organization to deliver desired results. They are relevant for all staff and are divided into the following two categories:

1. Professional competencies:

These are skills, knowledge and experience that are important for effective performance.

Generic professional competencies:

• Higher level of education (university degree)
• Min 3 years of experience from working as an Office manager/administrator in international organization
• Excellent organizational and planning skills
• Knowledge of primary accounting
• Excellent verbal and written communication skills in English (required) and Russian/Ukrainian
• Good command of Microsoft Office
• Operate standard office equipment
• Previous experience from working in complex and volatile contexts would be an advantage

Context/ Specific skills, knowledge, and experience:

• Responsible, punctual, attentive to details, prompt, well-mannered, decent, and willing to work, organizational skills and discretion with confidential information
• Excellent interpersonal skills
• Proven ability to handle challenging workload
• Able to work independently and proactively

2. Behavioral competencies:

These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioral competencies, and the following are essential for this position:

• Handling insecure environment
• Planning and delivering results
• Analyzing
• Communicating with impact and respect
• Coping with change

We offer:

• Type of contract: till 31.12.2023, contingent upon availability
• Salary/benefits: According to NRC salary scale, terms and conditions.
• This position is for Ukrainian nationals only.
• Closing date for this vacancy is 07/02/2023
• Please note that we will contact only shortlisted candidates.
• NRC retains the discretion to cancel the recruitment.