(Re-Advertised) HR Administration Officer Ukraine Lviv

Contract

This is a Professional contract, Grade 5 (NRC) contract. More about Professional contract, Grade 5 (NRC) contracts.

All NRC employees are expected to work by the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and beliefs shall guide our actions and relationships.

1. Role and responsibilities

The Admin officer is responsible for following up on the day to day implementation of the admin functions responsibilities in the Lviv area office and other field offices in West Ukraine.

Generic responsibilities

• Implement NRC’s systems and procedures at the Area level.
• Ensure adherence to NRC policies, handbooks, guidelines and donor requirements.
• Prepare and submit reports and analyses.
• Ensure proper filing of all supporting documents.
• Actively promote PSEA (Prevention of Sexual Exploitation and Abuse) standards and principles within NRC and amongst beneficiaries served by NRC.
• Ensure adherence to NRC policies and the national labour law in all processes and procedures.
• Advice in personnel conflicts/processes when relevant.
• Coordinate with relevant partners, suppliers, authorities, lawyers etc.

Specific responsibilities

• Administrate the Area office and other field offices in West Ukraine, guesthouses and provide administration support to staff following NRC policy and procedures.
• Coordinate/follow up on visitors' visas, residency, work permits, flight bookings, transport within the area and accommodations. Maintaining the proper documentation and doing the relevant payment reconciliation.
• Deliver administrative induction for all new staff and ensure all SOPs for the offices and guesthouses are followed.
• Maintain an appropriate filing, retrieval and archiving system for the office administration part in correspondence withi NRC filing policy and procedure.
• Ensure that the office stationery, office supplies and guesthouse supplies are ordered on time and this includes raising requisitions and following up on deliveries.
• Work closely with the West Ukriane HR coordinator to ensure administrative support functions are implemented efficiently and cost-effectively, ensure the services provided to programs are adequate and provide related recommendations to the management.
• Responsible for all lease agreements and service contracts and liaise with finance to ensure timely renewals of Agreements as well process payment of utilities, lease agreements, telephone bills, casual labours, hotel invoices, travel agency invoices, etc.
• Ensure office utilities are well maintained and functional at all times.
• Day to day management of the guesthouse including direct supervision of cleaners.
• Be responsible for organizing NRC events such as seminars, meetings and workshops.
• Provide logistical and other support for internal and external events, visits, contacts, and services.
• Supervise Cleaners in West Ukraine offices and guesthouses.

2. Competencies

Professional competencies

• Bachelor’s degree in relevant field.
• Minimum 2 years of experience working in a humanitarian organization.
• Previous experience from working in complex and volatile contexts.
• Good in English.
• Fluency in Ukrainian and Russian.
• Previous experience in humanitarian negotiations is considered a strong asset.

Behavioural competencies

• Strong context monitoring and analytical skills
• Strong networking and negotiations skills
• Resilience and ability to work in insecure environments
• Strategic thinking
• Ability to empower and build trust