Administration Assistant Ukraine Odessa (for nationals only)

Contract

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

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.

1. Role and responsibilities

The purpose of the assistant position is to assist in the day-to-day implementation of the support function's responsibilities. Use action words such as conduct or assist for the position's relevant responsibilities.

Generic responsibilities (max 10)

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.

• Adhere to NRC policies, tools, handbooks and guidelines
• Assist with the implementation of the support function portfolio according to the plan of action
• Prepare and develop status reports as required by the supervisor
• Ensure proper filing of documents
• Promote and share ideas for improvement of the support function
• Ensure smooth running of office administration

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.

• Supervise efficient operation in making arrangements for hotel accommodation both for visitors and NRC staff;
• Provide administrative and logistical support in organizing workshops /pieces of training/ seminars;
• Assess and prepare requests for consumables, sanitary items, stationeries, furniture office utilization, etc.
• Keep a record of all stationeries/stocks used in the office and produce monthly stock reports.
• Receive all incoming deliveries (correspondences) and liaise with the appropriate members of staff for the delivery and distribution of letters.
• Manage NRC guest house and Office operations
• Facilitation of office building, premises, and equipment maintenance and repair;
• Assist in filing, preparing, and keeping an updated database of all admin. activities and NRC Odesa and field office sites contact list;
• Manage the Odesa office lease agreement and contract;
• Follow up and provide technical support as well as report to the HR/Admin. Team leader on the cleanliness and service efficiency of Cleaning Services at the Odesa office
• Provide technical support and quality check for admin-related procurements;
• Meet with the representatives of different government offices and other administrative
• Fulfill any other related duties as instructed by the supervisor

Critical interfaces

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

• Camp team leaders
• All Staff

1. Competencies

Competencies are important in order for the employee and the organisation 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:

• BA Degree in Management or related field of study;
• Minimum of 1 year experience from working as a Admin Assistant
• Documented results related to the position’s responsibilities
• Fluent Reading, listening, and speaking in Ukrainian/Russian and English

Context/ Specific skills, knowledge and experience:

• Computer skills (common Microsoft Windows and Office applications)
• Ability to work under pressure and meet deadlines

2. Behavioral competencies (max 6)

• Handling insecure environment
• Planning and delivering results
• Empowering and building trust
• Communicating with impact and respect