Administration Officer Ukraine Lviv (Ukrainian nationals)

Contract

This is a Professional contract, Grade 5 (NRC) contract. More about Professional contract, Grade 5 (NRC) contracts.

Generic responsibilities

• Implement NRC’s systems and procedures at the Area level.
• Ensure adherence to NRC policies, handbooks, guidelines, donor requirements and the national law and regulations
• Prepare and submit reports and analyses.
• Ensure proper filing of all supporting documents.
• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards and principles within NRC and amongst beneficiaries served by NRC.
• Coordinate with relevant partners, suppliers, authorities, lawyers etc.

Specific responsibilities

• Administrate the Area office and other field offices in West Ukraine, guesthouses and provide administration support to staff following NRC policy and procedures.
• Coordinate/follow up on visitors' visas, residency, work permits, train bookings, transport within the area and accommodations. Maintaining the proper tracking system and organize the relevant payments.
• Conduct administrative induction for all new staff to ensure all SOPs for the offices and guesthouses are followed.
• Maintain an appropriate filing, retrieval and archiving system in accordance to NRC filing policy and procedure.
• Ensure office stationery, supplies and guesthouse needs supplies are in place and reorder is conducted on time to ensure timely delivery of items
• Work closely with the West Ukriane HR coordinator to ensure administrative support functions are implemented efficiently and cost-effectively, ensure the services provided to programs are adequate and provide related recommendations to the management.
• Responsible for all lease agreements and service contracts and liaise with finance to ensure timely renewals of Agreements as well process payment of utilities, lease agreements, telephone bills, casual labours, hotel invoices, travel agency invoices, etc.
• Ensure office utilities are well maintained and functional at all times.
• Be responsible for organizing NRC events such as seminars, meetings and workshops.
• Provide logistical and other support for internal and external events, visits, contacts, and services.
• Manage Cleaners in West Ukraine offices and guesthouses.

Competencies

Professional competencies

• Bachelor’s degree in relevant field.
• Minimum 1 year of Administration work experience, previous experience with INGOs is perferred
• Previous experience from working in complex and volatile contexts.
• Good in English is an asset
• Fluency in Ukrainian and Russian.
• Previous experience in humanitarian negotiations is considered a strong asset.

Behavioural competencies

• Strong context monitoring and analytical skills
• Strong networking and negotiations skills
• Resilience and ability to work in insecure environments
• Strategic thinking
• Ability to empower and build trust