Administrative Assistant

Work Arrangement:

Job Description

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people survive, recover and gain control of their future. The IRC is working to improve the safety, health, education, economic well-being, and power of people in crisis-affected places. IRC’s Economic Recovery and Development programming ensures that clients meet both their short- and long-term economic needs through sustainable and ethical programs such as but not limited to, cash and voucher transfers, food security promotion, climate-smart agro-pastoral production and enterprise development, and employment promotion.

IRC is providing emergency assistance directly and has identified partner agencies in Ukraine to facilitate immediate assistance that can be used where it is the most needed.

This position will be based in Kharkiv, with travel to 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.

JOB SUMMARY****:

IRC seeks a dynamic team member for a supportive role in an office. An Administrative Assistant responsible for managing and distributing information among their co-workers, answering phones, and doing other administrative work and tasks under the supervision of the Field Coordinator. Provide support to managers, other employees, and office visitors by handling a variety of tasks to ensure that all interactions between the organization and others are positive and productive.

MAIN RESPONSIBILITIES:

Under the supervision of the Admin Officer, Admin Assistant will be responsible for:

Office and General administration

· Ensure that office lease and supplies contracts are signed, classified and updated in lease tracker and follows up on contractual responsibilities over the office.

· Contributes to program and forecast office needs.

· Contribute to the management of supplier communication that include responding to queries, checking Invoices, arranging Purchase Requests, Payment Requests etc.

· Contribute to the management of internal meetings through booking venues (internal and external), keep a register of the conference room booking requests etc.

· Receive, register, advise, direct, and monitor internal and external visitors.

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

· Ensures that cleaning services are available and functional. Direct supervision over cleaners.

· When required, support and manage space allocations to permanent and visiting internal staff.

· Arranging and work with Finance to prepare of taking cash advances, distribute and liquidate monthly phone allowance for office Staff.

· 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 staff

· Support the Field Coordinator in translating official letters to English as may be required

· Implement Receptionist Responsibilities, greet visitors with a positive, helpful attitude, assisting them in finding their way around the office.

Guest houses

· Ensure that GH lease and supplies contracts are signed, classified and updated in lease tracker and follows up on contractual responsibilities over the office.

· Ensures that all necessary equipment and material is in place in GH.

· Ensures that cleaning services are available and functional. Direct supervision over cleaners.

· Allocates space in GH for visitors.

· Collaborates with HR to ensure all supplies and equipment in the GH are in line with applicable policy

Travel

· Arrange local travel and crossing travel to/from the Field Office, including hotel reservation.

· Ensures hotel occupancy conciliation and documentation and transfers information to update waivers on accommodations.

· Contribute on the duties of ensuring that all expatriate staff have valid travel documentations and stay permits/residency.

· Support travel officer on updating tracking tool.

Professional Standards****:

· Complete other duties as assigned by the supervisor to enable and develop IRC programs

- Adhere to the IRC Way Standards for Professional Conduct and the IRC country employment policies.

JOB 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

Demonstrated Skills and COMPETENCIES:

- Fluency in Ukrainian and English required. Russian will be an asset. - At least 1 year of related experience, preferably in implementing humanitarian or development projects with I/NGOs. - Experience working directly with clients/ beneficiaries in social service settings. - Proven ability to work well in and promote teamwork, comfortable in a multi-cultural environment, flexible, and able to handle pressure with professional grace. - Dedication to an anti-racist and Do No Harm approach, gender equality, and inclusion. - Punctuality and attention to detail required. - Excellent computer skills in Microsoft Office, especially Microsoft Excel. - Experience in training people desired. - Strong liaison and diplomatic skills.

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

Female candidates are highly encouraged.

Must have the right to work in Ukraine.

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.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.

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