Administration Team Leader

Contract

This is a DRC - National contract. More about DRC - National contracts.

Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations.

DRC has been operating in Ukraine since 2014, currently DRC employs over 400 staff in Ukraine and will continue significant scale-up in 2023 to implement emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

The Administration Team Leader is responsible for implementing, supporting and improving the Admin Department in the Country Office in line with DRC’s Policies and procedures related to all admin tasks and for having good collaboration with field staff in term of telecommunication, accommodation and ticketing processes.

Responsibilities:

Administration

• Implement DRC’s administration systems and procedures for DRC as per the Operations Handbook and Staff Housing Standards and Guidelines, ensuring adherence to policies, guidelines and donor requirements.
• Support and guidance to international staff on visa, residency and other administrative procedures.
• Ensure efficient and smooth administration operation and office management and effective delivery of high-level support services to achieve operational objective of DRC in Ukraine.
• Ensure DRC guest houses are up to the standards.
• Prepare and submit Administration reports and analysis when needed or requested
• Support Area Offices’ admin team on different tools and DRC procedures for standarization of administration services.

Specific responsibilities:

• Responsible for DRC Country Office premises management (including offices, guesthouses and international staff accommodation). This includes but not limited to ensuring the timely payment of the rent, facilities management and maintenance of these premises, in liaison with the Country Supply Chain and Finance staff
• Responsible for management of Expat staff/visitors’ visa to Ukraine, staff’s residency; ensuring timely support for the renewal/process of these official documents.
• Responsible in coordination with safety team for contracts management of safety-related items in the Country Office – Fire Alarms in Guesthouses & Expats Accommodation, fire safety equipment, hibernation kits and first aid kits in both the Country office and accommodation spaces
• Drafting official letters in English and Ukrainian and overseeing the translation of Documents for official use within the Country Office. Also ensuring that the relevant service contract is in place and up to date.
• Develop Visa and Residency trackers and provide support for travel, hotel and transit guesthouse accommodation for DRC staff and all DRC visitors.
• Oversee tasks of the Administration team members, including Admin Assistant, Cleaner and Receptionist; providing them support to ensure the team meet their objectives and providing necessary trainings/coaching to ensure that capacity building is in place.
• Follow up with relevant Authorities to ensure that DRC’s Country Agreement as well as yearly Registration are in place and all required documentation is availed to the Authorities.
• Manage office supplies & stationaries forecast and request purchase of items as needed
• Follow up and provide phone airtime and develop communication management tracker.
• Oversee and ensure proper filling of Admin documents, including DRC’s Registration documents
• Keep the HR & Admin Manager and Head of Support Services briefed on Government decisions impacting visa and residency regulations.
• Actively participate in ToC/ bid analysis of administrative related procurement

Experience and technical competencies:

• A minimum of three years’ relevant experience in administration management
• Strong interpersonal and communications skills with a proven ability to work with a wide range of managers and staff members
• Good facilitation skills, coaching skill
• Good attention to detail and ability to work under time pressure
• Strong communication skills both writing and oral
• Excellent interpersonal and team work skills
• Experience with standard procurement procedures and documentation.

Education:

• Higher education degree in Business Administration, Supply Chain Management or relevant field
• Excellent MS Office skills (Word, Excel, databases etc)

Languages:

• English fluent
• Ukrainian fluent

We offer

Contract length: 3 months with possibility of extension based on satistfactory performance.

Level G managerial

Start date: ASAP

The application is open for Ukraine citizens only. Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for National Staff.

Application process

All applicants must send a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered.

Closing date for applications: 31 August 2023

We reserve the right to conduct further interviews before the deadline for submission of applications.

For further information about the Danish Refugee Council, please consult our website drc.ngo

DRC as an employer By working in DRC, you will be joining a global workforce of around 8000 employees in 40 countries. We pride ourselves on our:

• Professionalism, impact & expertise
• Humanitarian approach & the work we do
• Purpose, meaningfulness & own contribution
• Culture, values & strong leadership

• Fair compensation & continuous development

  DRC’s capacity to ensure the protection of and assistance to refugees, IDP’s and other persons of concern depends on the ability of our staff to uphold and promote the highest standards of ethical and professional conduct in relation DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. DRC conducts thorough and comprehensive background checks as part of the recruitment process.