Administration Manager

Job Description

This position will be based in Vinnytsia, with occasional travel to other locations in Ukraine as permitted and occasionally to Rzeszow Poland, and other locations. As this is a fluid and rapidly changing context, the location of this position may change based on the needs of the program.

Scope of work

Reporting to the DDO, Administration Officer will be responsible for managing both internal and external (non-IRC) visitors, link for International staff travel issues with Rzezsow, Lublin, Moldova and across Ukraine and monitor visa and other travel requirements for international staff based in Ukraine. The role will also be responsible for managing meetings and office space at Vinnytsia, Moldova and across the Country.

Responsibilites

Administration

• Coordinate systems for meetings through boking venues (internal and external), keep a register of the conference room booking requests etc

• Ensures that all necessary equipment and material is available and in place during meetings, conferences

• Manage and monitor all IRC offices and homes acquisitions, administration, maintenance.

• Manage rental agreements for offices and housing

• Ensures the signature, monitoring, renewal and termination of contracts and payments with suppliers, service providers, and lessors`

• Ensure that all facilities are well functioning, including housekeeping, office supplies, electricity, maintenance and repair, Internet and other communication function.

• Monitor proper use and functionality of office equipment

• Ensure the management and monitoring of subscriptions and monthly telephone and Internet communications.

• Coordinate and facilitates travel documents processes (visa, ticket, etc.)

• Ensure that international and inter base travels and accommodations are coordinated.

• Establish and enforce systems of tracking and conciliation of the use of venues and hotels.

• Arranging and work with Finance to prepare of taking advance, distribute and liquidate monthly phone allowance for International Staff.

• Establish and maintain proper records for all correspondences via mail, letter and others.

• Supervise supplier communication that include responding to queries, directing to the right officer

• Ensure compliance of administrative policies and procedures with IRC standards and local law in Ukraine field offices.

• Ensure offices are cleaned on a regular basis.

• Ensure offices supplies are available at any time and follow up on

• Ensure that Ukraine offices and XB conditions are homogeneous and up to IRC standard.

Employee Relations:

• Technical oversight of 2 admin officers based in , Rzezsow, Moldova, Dnipro and Lviv

• Manage 1 admin officer in Vinnytsia

• Facilitate employee relations resolution based on local laws and IRC standards.

Monitoring and reporting

• Ensures coordination and monitoring of shared activities between, administration and "Supply Chain in the Ukraine Field offices

• Ensure monthly conciliation of venues occupancy across the CO.

• Ensure monthly update on visa requirements across the CO.

• Ensure monthly update of contract tracker across the CO.

• Keep and justify petty cash records.

Other relevant duties as assigned (of a similar nature or related and in the interest of the organization)

Requirements

Education

• Bachelor’s degree, Arts and Social Sciences

• Master’s Degree in a relevant field will be an added advantage

• Professional certification is highly desirable

Experience

• 3 years of relevant professional experience in administration / human resources and in similar position.

• Previous experience working with an international NGO in a cross-cultural setting, preferably in the administration.

• Previous team experience and knowledge of team dynamics desirable.

Skills

• Good inter-personal and conflict resolution skills, able to work under pressure and manage personal stress

• Strong organizational and time management skills, team-player but also able to work independently

• Able to coach and support others

• Excellent verbal and written communication skills

• Compassionate, self-motivated, enthusiastic, energetic

• English, Ukrainian and Russian full proficiency are required.

Standards for professional conduct

The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.

Female applicants are strongly encouraged to apply

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Qualifications