ICLA Assistant Ukraine Dnipro

Contract

This is a Professional contract, Grade 3 (NRC) contract. More about Professional contract, Grade 3 (NRC) contracts.

1. Role and responsibilities

The purpose of the assistant position is to assist in the day-to-day implementation of the ICLA project.

Generic responsibilities (max 10)

These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan.

• Adhere to NRC policies, tools, handbooks and guidelines
• Assist with the implementation of the ICLA Programme according to plan of action; promote and share ideas for improvement of the support function
• Prepare and develop status reports as required by management
• Ensure proper filing of documents
• Contribute to identification of protection risks and needs in the context of the program implementation
• Welcome visitors to the NRC office in Dnipro, and direct them accordingly
• Receive incoming calls and make outgoing calls according to needs; receive, distribute and register brochures, mails, documents and reports
• Ensure order and cleanliness of the reception area
• Provide secretarial support such as data entry of intake forms, taking minutes, drafting letters, etc.

Specific responsibilities

These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly.

• Under the supervision of ICLA Project Coordinator, facilitate information, counselling and legal assistance activities in accordance with the standard operating procedures, guidelines and instructions from lawyers; provide timely, accurate and reliable information to IDPs and conflict-affected people as regards their rights and entitlements and how to claim them, draft legal letters, applications, fill in forms, or other templates and otherwise assist in preparation of legal documents supporting clients to claim their rights and entitlements
• Responsible for all reception duties related to the LAC, including welcoming clients; client outreach: answering phone/hotline and taking messages
• Ensure that clients have a comfortable space to wait and to fill forms
• Responsible for contacting clients and arranging appointments in coordination with ICLA colleagues
• Responsible for taking bookings for meetings in the LAC and ensuring that it is kept in order. Handle catering and other related services
• Assist drafting letters and data entry of intake forms as necessary
• Overall responsible for the purchasing, distribution and recording of stationary
• Entry of data from intake forms and photocopying and filing all the documents related to ICLA activities (ICLA client files etc.)
• Perform any other task as requested by ICLA Project Coordinator and/or Project Manager

Specific responsibilities on maintenance of the office:

• Payment for rent of office & guest house, and utilities for them;
• Raising PRs for office and guest house rent, gas provision, vehicle maintenance, other cases
• Communication with Gas Service
• To obtain a power of attorney from the Landlady for representation at utility service companies

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

• Cooperation with ICLA project staff
• Cooperation with other CC staff and support units

Scale and scope of position

Staff:

None

Stakeholders:

UN agencies, INGOs, local NGOs, civil society, governmental bodies

Budgets:

None

Information:

Share Point, OneDrive, Office 365, OKTA, KOBO

Legal or compliance:

Terms of Employment, Code of Conduct, vendors

2. Competencies

Competencies are important in order 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:

• Experience working with administration
• Documented results related to the position’s responsibilities
• Knowledge about own skills/profile
• English knowledge is an advantage

Context/ Specific skills, knowledge and experience:

• Good knowledge of the context in Ukraine
• Good knowledge of the Ukrainian and Russian languages
• Experience of working as administrator or receptionist. Experience working in a non-profit legal service provider, law firm or other entity providing legal counselling and assistance would be considered as an advantage.
• Knowledge of the software programs (MS Word, Excel, PowerPoint)

2. Behavioural competencies (max 6)

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:

• Working with people
• Planning and delivering results
• Communicating with impact and respect
• Handling insecure environments

3. Performance Management

The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews:

• The Job Description
• The Work and Development Plan
• The Mid-term/End-of-trial Period Performance Review Template
• The End-term Performance Review Template
• The NRC Competency Framework