The Technical Administration Assistant is responsible for performing clerical and administrative duties and supporting managers and staff with day-to-day office/facilities tasks in accordance with NRC procedures and standards.
Generic responsibilities:
- Adhere to NRC policies, tools, handbooks and guidelines.
- Assist with the implementation of support function portfolio according to plan of action
- Ensure that NRC resources are used effectively.
- Inform the line manager about possible risks and gaps related to admin processes.
- Ensure proper filing and updating of Admin related documents
- Ensure proper maintenance of the NRC premises in EAO including payment of bills.
- Prepare and develop status reports as required by management
- Promote and share ideas for improvement of the administration function
Specific responsibilities:
- Assists in issuing temporary residence permits, registrations and other documents for international staff of the East Area Office.ย
- Responsible for organizing minor repairs and minimal maintenance of the apartments of the international staff.
- Assists in search of office premises, guesthouses (GH), apartments, and support in concluding of the agreement.
- Ensuring appliances and utilities in the guest houses and offices are functioning well. Ensure guest houses and offices are well cleaned and maintained.
- Responsible for organising requested workshops, team building and other events hosted by NRC East Area Office (EAO).
- Responsible for organization of business trips for employees of the EAO (booking hotels, purchasing tickets).
- Responsible for organization of necessary purchases for offices\\GH (cleaning supplies, small appliances and furniture, kitchen utensils, stationery, tea, coffee, water, etc.).
- Assists in the conclusion of contracts with suppliers in accordance with current requirements for contract management.
- Supports in tracking contracts of the administrative unit, ensuring their timely renewal. Responsible for the timely processing of payments.
- Responsible for postal services in the EAO (courier call, service report, payment organization).
- Responsible for maintenance of the office (organisation of minimum repairs, replenishment of kitchen supplies, proper storage of admin supplies).
- Responsible for the cash advance of the Admin unit.
- Other work-related duties assigned by the line manager.
Generic professional competencies:
- Bachelorโs degree in relevant field.
- Experience working in support function, humanitarian/recover context is a strong asset.
- Previous experience from working in complex and volatile contexts.
- Good written and spoken English.
- Fluency in both written and spoken Ukrainian.
- Computer literacy (MS Office).
Context/ Specific skills, knowledge and experience:
- Analytical skills
- Strong organizational and team working skills
- Good cultural awareness and sensitivity
- Proven ability to plan and implement
- Motivated and keen to learn
ยWhat do We Offer
This position is open to candidates who have the legal right to work in Ukraine. Please note that we are unable to provide work permits or visa sponsorships for this position.
We offer an opportunity to match your career to a compelling cause and aย chance to meet and work with people who are the best in their fields.
We are also looking for people who share our values:
- To be dedicated in what we do;
- To be innovative with our solutions;
- To act as one unified and inclusive team;
- To be accountable to the donors that make our work possible;
We invite applications from all qualified and interested candidates. Candidates are encouraged to apply early, as applications will be screened on a rolling basis and interviews will be assigned instantly until a suitable candidate is selected.