Administrative Manager

Job Description

Job Title: Admin Manager Unit: Operation Salary Range and Band: 7B Duty Station: Kyiv, Ukraine

OBJECTIVES:

The Admin Manager is a key position for the Operations Department which provides support to IRC programs implemented across Ukraine. The position is primarily responsible for providing oversight and day-to-day admin management of IRC Kyiv Head Office as well as providing technical support to field offices.

Reporting to the Deputy Director of Operations, Admin Manager is in charge of the Admin Department for IRC Ukraine. The Admin Manager will be responsible for the effective management of office services, facilities, meetings and events, travel services, registration, and technical supervision of nationwide admin teams. The Admin Manager will ensure that all tasks are completed efficiently and effectively, meeting the needs of the organization and its staff.

The Admin Department has the following key responsibilities: - Facility Management and contracting (offices and guesthouses) - Office services management - Travel management - Event organization - Legal support

Admin Manager is based in Kyiv with three admin officers under his/her direct supervision provides admin services for Kyiv office as well as support to external visits and nation-wide events. In addition to the admin team in Kyiv, the Admin Manager has a technical supervisory role to admin staff in IRC’s field offices around the country.

RESPONSIBILITES : With the support of the admin team, the Admin Manager is responsible of the following:

Meetings and events - Organize venues for meetings and events - Ensure that all necessary equipment and material is available and in place during meetings, conferences and other events according to the requests - Ensure that catering is provided when requested - In charge of office meeting room bookings

Office services management - responsible of office key management - prepare monthly consolidated office supply orders and place procurement requests - act as focal point for translation requests - focal point for mobile service contracts and monthly payment of invoices - focal point for reception and expedition of documents and small size packages within the country - hold corporate debit card for supporting day-to-day office management and prepare expense reports

Facility management - Prepare and manage rental agreements for office and guesthouses - Act as focal point with landlords - Liaise with real estate agents as needed for the search of new guesthouses, prepare market surveys - Ensure that all facilities are well functioning, including housekeeping & cleaning, supplies, electricity, maintenance and repair, internet and other primary functions. - Place procurement requests for any facility needs ensure that office and guesthouse rents and utilities are paid on a timely basis

Travel services - provide nation-wide train booking services - provide hotel booking services for Kyiv - manage travel arrangements for entry and departure from Ukraine for expats and visitors in coordination with admin officer based in Rzeszow, Poland - provide visa and international travel services support to expats in coordination with admin officer based in Rzeszow, Poland responsible of the reception of new expats arriving in Kyiv and their lodging in guesthouses and hotels

Registration - follow up with any legal registration requests from the senior management team - follow up with temporary residence permit of expats, prepare necessary documentation and accompany expats throughout the process

Onboarding for new staff Provide regular training to new staff on Travel Authorisation Request and Travel Expense Reports

Technical supervision of nation-wide admin teams - put in place monthly meeting cycle for all admin teams in the country - prepare policies and standard operating procedures when needed to standardize and streamline services - ensure that lease tracker is up-to-date for the whole mission - provide support on contracting and negotiations as needed

REQUIREMENTS: Education - Bachelor’s degree, Arts and Social Sciences - Degree in Law is advantageous - Master’s Degree in a relevant field will be an added advantage - Professional certification is highly desirable

Experience - 3 years of relevant professional experience in administration / human resources and in similar position. - Previous experience working with an international NGO in a cross-cultural setting, preferably in the administration is advantageous - Previous team experience and knowledge of team dynamics desirable.

Skills - Good inter-personal and conflict resolution skills, able to work under pressure and manage personal stress - Strong organizational and time management skills, team-player but also able to work independently - Able to coach and support others - Excellent verbal and written communication skills - Compassionate, self-motivated, enthusiastic, energetic - Fluency in English and Ukrainian is a requirement.

Standards for Professional Conduct: - 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.

- IRC is an equal opportunity employer, but females are strongly encouraged to apply.

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Qualifications