Administration Officer Ukraine (Ukrainian Nationals)

Contract

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

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

Please find the Job Description of the vacancy here

Background

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 Officer is to implement delegated area of responsibility of Administration in Country office. The Administration Officer will ensure implementation of NRC policy, procedures, and tools.

· Responsible for issuing the new staff of NRC Ukraine in Kyiv CO with phones, and sim cards

· Responsible for booking train/bus ticket for business trips of NRC Ukraine staff

· Responsible for printing staff IDs for new staff and other small procurement if necessary

· Responsible for the necessary invitation visa letters that need to be prepared in Ukraine for staff of NRC Ukraine

· Support NRC Ukraine staff with applying / extending visas in Ukrainian Embassy in Ukraine

· Implement NRC Terms and Conditions of service, policies, and procedures.

· Responsible for the management of apartments, drafting contracts.

· Preparing Purchase Orders (PO), raising up Purchase Request (PR) submits them for approval to the relevant authority and sends them to suppliers for signature.

· Assisting in initiation of procurement procedures using Agresso Procurement system

· Receiving invoices and verify correctness against orders/contracts/agreements and follow up on where partial deliveries are made until orders are complete. Responsible for filling in of General Receipt Notes (GRN) once supplies or services have been received

· Other tasks that line manager can request

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

These are skills, knowledge and experience that are important for effective performance.

Generic professional competencies:

· University degree, in Business/Office Administration or related field

· Minimum 2 year of relevant Administration experience

· Documented results related to the position’s responsibilities

· Fluency in English and Ukranian, both written and verbal

Context/ Specific skills, knowledge, and experience:

· Good communication and interpersonal skills

· Good time management skills

· A strong administrative service orientation

· Keen sense of compliance with policy and procedure

· Personal conflict resolution and problem-solving skills

· Strong organizational and team working skills

· Highly confidential

· Good computer application skills

2. Behavioural competencies

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:

· Handling insecure environment

· 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.