Administration Assistant Ukraine (Ukrainian Nationals)

Contract

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

You can read the Job description in English and Ukrainian

The Norwegian Refugee Council (NRC) is an independent humanitarian non-governmental organization founded in 1946. We provide assistance, protect the rights and contribute to solving the problems of refugees, internally displaced persons and other persons affected by armed conflict. NRC began its activities in Ukraine at the end of 2014, supporting people affected by the conflict in the east of the country. We are now increasing our efforts in Ukraine and neighbouring countries to provide assistance to people forced to flee their homes due to war.

1. Role and responsibilities

The purpose of an Admin Assistant is to support the efficient operation of various administrative tasks within the organization. Administrative Assistant will work closely with the Kyiv CO team and provide essential administrative support to ensure the smooth functioning of day-to-day operations. The Administration Assistant will ensure implementation of NRC policy, procedures, and tools.

Generic responsibilities

1. Ensure adherence with NRC policies, tools, handbooks, and guidelines

2. Ensure proper filing of documents

3. Promote and share ideas for improvement of the support function Note. Details belong in the Work and Development plan.

Specific responsibilities Administration

• Assist in drafting, editing, and formatting various documents, contracts.
• Assist with collecting documents of sim card payment for NRC staff in Ukraine
• Maintain records of expenses, invoices, and receipts for financial reporting purposes and payments
• Responsible for printing IDs for new staff and other small procurement if necessary
• Responsible for arranging office supplies according to FWA
• Provide administrative assistance to HR/Admin team, including taking minutes of meetings, and following up on action items when required.
• Accurately input data into relevant systems and internal filling tree and following up on tracker
• Support NRC Ukraine staff with applying / extending Schengen visa in Ukraine if needed
• Collaborate with colleagues across departments to ensure effective communication and coordination.
• Support team members with administrative tasks as needed.

2. Competencies

Competencies are important 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 Generic professional competencies:

• University diploma or equivalent in relevant field;

• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and good computer skills

• Minimum 1 year of relevant Administration experience

• Documented results related to the position’s responsibilities

• Desirable understanding of English, fluent in Ukranian, both written and verbal

Specific skills, knowledge, and experience:

• Good communication and interpersonal skills

• Familiarity with office equipment and basic office management practices

• Strong organizational and time-management abilities

• Attention to detail and accuracy in data entry and document preparation.

• A strong administrative service orientation

• Ability to multitask and prioritize tasks effectively

• Personal conflict resolution and problem-solving skills

• Strong organizational and team working skills.

• Highly confidential

2. Behavioural competencies (max 6)

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

• Planning and delivering results

• Empowering and building trust

• Communicating with impact and respect

Key Information - Please Take Note When Applying

• Learn more about NRC here
• To apply as an internal candidate, please click on the suitcase icon “I am an employee” on the top right of the page to be redirected to NRC’s internal career site.
• Apply by completing all the system-required fields of your experience, employment history, and education in your application.
• Ensure to attach your latest CV.
• Submit your application and CV in English.
• When creating your profile, include your full name as per your passport.
• Applications that do not meet the minimum standards in terms of experience or qualifications will generally not be considered.
• Unsolicited applications not related to this specific job advertisement will not be considered.
• Only shortlisted candidates will be contacted. We receive many applicants for each vacant position.