Administrative Officer

Admin

Overview

Manage administration and logistics for the IRC in Odesa.

You have:

• Diploma or degree in Administration, Finance 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 is desirable.
• Demonstrated understanding of working with people from different cultures.
• Previous experience in emergency preparedness and response preferred.
• Fluency in Ukrainian and English.

Work Arrangement:

Job Description

This vacancy is open to current IRC employees only.

Background of Country and Emergency Response:

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity, and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

As of February 24th, the IRC has pivoted to an emergency response in Ukraine and now we are working in multiple locations in Ukraine providing assistance to our clients in the fields of economic recovery and development, protection and health.

This position will be based in Odesa, Ukraine. As this is a fluid and rapidly changing context, the location of this position and length of assignment may change based on the needs of program.

Job Overview/Summary:

Reporting to the Field Coordinator, the Administration Officer will be responsible for managing both internal and external(non-IRC) visitors, link for Programs Teams and expatriate staff travel issues to/from 3 regions (Odesa, Mykolaiv, Kherson). The role will also be responsible for managing meetings and office space at Odesa office.

Major Responsibilities:

Facility management

• Responsible for facility management of offices and guesthouses.

Act as focal point for all communication with landlords including, but not limited to, receiving monthly rent and utility expense invoices, verifying them and submitting payment requests.

• Address any issues that affect the functionality of facilities to the landlord and follow up with repairs or corrections.

• Identify repair needs in the office, raise purchase request and liaise with procurement department

Office Management

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

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

• Responsible for petty cash management for office supply and travel related costs.

• Responsible for consolidating office stationery, kitchen and hygiene supply needs, raising purchase requests for procurement.

• Identify furniture needs in the office, raise purchase request

• Manage office and guesthouse cleaners

• 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

Events & Meetings

• Manage internal and external meetings through booking venues (internal and external), keep a register of the conference room booking requests etc.

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

• Support HR for organization of teambuilding events.

Travel/****Accommodations for Programs Teams in 3 regiones (Odesa, Mykolaiv, Kherson****)

• Prepare Market Survey for hotel accommodation in the AoR (Area of Responsibility).

• Arrange weekly accommodation for Programs Teams.

• Verify and submit hotel Invoices for payment according to IRC procedure.

Travel/****Accommodations for visitors to Odesa

• Prepare Market Survey for hotel accommodation in the AoR (Area of Responsibility).

• Arrange weekly accommodation for Programs Teams.

• Verify and submit hotel Invoices for payment according to IRC procedure.

Other

• Support the Field Coordinator with other tasks as may be required

REQUIREMENTS:

• Diploma or degree in Administration, Finance 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 is desirable

• Demonstrated understanding of working with people from different cultures

• Previous experience in emergency preparedness and response preferred

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

Languages Requirements: Fluency in Ukrainian and English.

Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of 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, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

IRC is an Equal Opportunity Employer IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability.

Qualifications

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Potential interview questions

Added 2 years ago - Updated 1 year ago - Source: rescue.org