Regional Reporting and Administrative Coordinator CEE

Contract

This is a Professional contract, Grade 7 (NRC) contract. More about Professional contract, Grade 7 (NRC) contracts.

Background

The Norwegian Refugee Council has been present in Ukraine since 2014, helping more than hundreds of thousands of people with food, shelter, water, sanitation, and legal assistance. Following the escalation of the conflict on 24 February 2022, NRC is scaling up humanitarian assistance inside Ukraine and in neighbouring countries to provide aid to tens of thousands of people forced to flee, and others affected by the conflict. NRC are responding, largely with local partners, through an integrated approach combining our sectoral areas of expertise such as education, protection, legal aid (ICLA) and shelter. NRC is operational in Ukraine and has set up country operations in Poland, Romania and Moldova, and are exploring responses in other countries subject to regional context developments. To support the regional response in the best way, NRC has established a regional office (Central and Eastern Europe Regional Office- CEERO), which will be based in Warsaw, Poland. This will ensure a centralised structure in proximity to the crisis and will provide coordinated support, management, advice and oversight to the country operations.

Role and responsibilities

The Reporting and Administrative Coordinator (RAC) provides direct administrative support to the Regional Director and the CEERO management team as well as other departments within CEERO including the Regional Management Team (RMT) forum. CEERO is in its first year of existence and as the region continues to grow and consolidate its structures, the RAC provides a crucial role in enabling CEERO to work efficiently across all functions.

Generic responsibilities:

• Implement NRC’s systems and procedures
• Ensure adherence to NRC policies, handbooks, guidelines and donor requirements
• Prepare and submit reports and analysis
• Ensure proper filing of all relevant documents

Specific responsibilities:

• Ensure effective agenda time management, meeting commitments and preparation for Regional Management Group and Teams (RMG and RMT) meetings.
• In cooperation with relevant CEERO units, support meeting preparations for the Regional Directors’ participation in meetings and conferences. Provide support during such meetings when required, including minute taking.
• Maintain the organisational chart for the office and region.
• Set up and maintain an action tracker for the CEERO RMG
• Responsible for setting up and coordinating the Regional Management Group (RMG) meetings, including drafting of agenda, minute taking and follow-up.
• Responsible for setting up CEERO Regional Management Teams (RMT) meetings including minute taking, follow up on actions and wider information sharing with CEERO and Country Offices
• In close coordination with all CEERO units (incl. HO liaison), ensure strategy and follow-up meetings (T-meetings) are conducted in time and filled accordingly.
• Coordinate and organise logistical arrangements for larger meetings/ conferences in the region.
• Support with internal communication across CEERO (i.e. updating intranet site, contribute to email/ report writing)
• Provide support to Crisis Management Teams of a temporary nature upon request.
• Contribute to improving administrative processes and standards in CEERO.
• Carry out other tasks upon request from relevant CEERO departments (i.e. programmes, support)

Professional competencies:

• University Degree in Business Administration or relevant field
• Minimum 3 years of experience in Administration, Management or relevant
• Proven administrative skills within the NGO or related sector
• Able to follow up on key tasks without detailed supervision
• Research skills and experience
• Relevant academic background

Specific skills, knowledge and experience:

• Ideally has knowledge of relevant NRC procedures and systems
• Experience of working in the humanitarian sector
• Fluent in English
• Knowledge of the context in Central and Eastern Europe

What We Offer

• Duty Station: Warsaw (Poland) or Oslo (Norway)
• Contract: 12 months, extension dependent on funding
• NRC’s Salary Scale: NRC offers a competitive compensation and benefits package.

NRC may be required to verify the identity of its partners and to check that its partners have not been involved in illegal activities. NRC reserves the right to use electronic screening tools for this purpose.

Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline.