Administration Officer

Job Description

More than 3.6 million people have fled across borders to seek safety in the 1st month since the escalation of conflict in Ukraine on February 24, 2022, and over 6.5 million Ukrainians are reported to be displaced internally. As the vast majority of the displaced are women, girls, and boys, this could become the worst humanitarian crisis Europe has seen in decades.

Between February 7-23, 2022, an IRC team undertook a scoping mission covering Poland and Ukraine to better understand the context, humanitarian and civil society landscape, and anticipated service gaps in the event of an escalation of conflict in Ukraine and consequent displacement into neighboring Poland. As of February 24th, the IRC has pivoted to an emergency response, and have identified partner agencies in Ukraine to facilitate immediate assistance that can be used where it is the most needed. Simultaneously, the IRC is establishing operations across Ukraine to complement partner response services either in breadth or scale.

In Poland, the IRC has launched a country program through the emergency response team. The IRC currently has offices in Lublin, and is looking to expand in programme scale, scope and geographic support over the coming months.

This position will be based in Warsaw, with occasional travel to Rzeszow, Lublin and other locations as necessary. As this is a fluid and rapidly changing context, the location of this assignment may change based on the needs of the program. This position will be unaccompanied, with the possibility of review at the end of the first year. Housing will initially be in hotels, or shared, IRC accommodation.

Job Overview/Summary

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

Major Responsibilities:

• Manage supplier communication that include responding to queries, directing to the right officer etc.

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

• Receive, register, advice, direct and monitor internal and external visitors.

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

• When required, support and manage room allocations to permanent and visiting internal staff. Including local travel and crossing travel for expatriate arrangement.

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

• Keep a register and monitor expiry and issuance of expatriate staff visa and other immigration documents.

• Work with New York office and Supply Chain teams to ensure that all international staff have valid travel documentations and stay permits/residency.

• Organize seating space for visiting staff and conduct introductory office tour for all new visiting and permanent staff.

• Plan and communicate seating arrangements for new permanent and staff

• Support the ERT Supply Chain Coordinator in translating official letters to English as may be required

Requirements

• Diploma or degree in Administration or related degree

• At least 2 years’ experience of a similar role or equivalent in humanitarian or development programs

• Previous experience handling different stakeholders and/or coordinating activities

• Demonstrated understanding of working with people from different cultures

• Previous experience in emergency preparedness and response preferred

• Personal qualities: Team player, flexible, network-builder, able to handle pressure well.

• Fluency in English written and communication.

IRC is an Equal Opportunity Employer IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.

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Qualifications