Position:ย Administration Officerย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย
Reportsย to: Ukraine Analysis Hub Project Managerย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย
Supervision of: N/Aย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย
Budget responsibility:ย N/A
Duty Station: Kyiv, at least 2 days/week working from the officeย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย
Travel: Possibleย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย
Durationย & contract type: 100%, national contract
Starting date: ASAP until 31.03.2026 (with the possibility of extension depending on funding)ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย ย
About ACAPS
ACAPSย is dedicated to helping humanitarians make better decisions. We want to put evidence at the heart of decision-making. To achieve this, we collaborate with a variety of partners across the humanitarian sector and beyond. We strive to be an evolving platform providing:ย ย
Independent analysis to support evidence-based decision making for humanitarian operations.ย Deployment of experts to support assessments and analysis in crisis.ย ย Innovative approaches to collect more reliable and timely data and conduct rigorous analysis Capacity development of humanitarian actors to carry out better needs assessments and analysis.Ukraine Analysis Hub
ACAPS Ukraine Analysis Hub (UAH) has been monitoring the conflict in Ukraine and producing timely, independent, and high-quality analytical products on the humanitarian situation in Ukraine and the region since March 2022. Since its inception, the UAH has delivered a comprehensive set of analytical products, including in-depth analytical reports and datasets.
Purpose of the positionย
The Admin Officer will be responsible for overseeingย administrative processes in the ACAPS Ukraine Analysis Hub under the supervision of the Project Manager, the Team Leader, and in collaboration with NRC. This will include distribution and filing of key documents, follow ups on expenses and accounting, as well as support in planning and booking travel, events, workshops etc. This person will ensure compliance with necessary procedures and policies and perform general office management and administration support.ย
This position seeks people with excellent attention to detail and organisation skills, able to work both in person and remotely with diverse team located across multiple locations. This person will have excellent communication skills and ability to work effectively in a collaborative manner.ย
Critical interfaces
The Administration Officer will work closely with Project Manager and the ACAPS Support Unit to ensureย consistency between ACAPS and NRC administrative and financial processes. The Admin Officer will collaborate with all members of the Hub and NRC Administrative Unit.ย
Why Join Us?ย
Innovative and Dynamic Environment: Be part of an organization that is shaping the future of the humanitarian data landscape, with innovative solutions, in a supportive and dynamic workplace.ย Collaborative Culture: Work with a diverse team of talented professionals who are passionate about making a difference.ย Impact: Contribute to meaningful projects that have a real impact on humanitarian responses and populations affected by crises.ย[1]ย Initially hosted by the Norwegian Refugee Council, ACAPS is transitioning to an independent entity, registered in The Hague, Netherlands. The transition will be completed by December 2025.
Role and responsibilities
Administrative Support
Coordinate the procurement process within the Ukraine Analysis Hub and ensure all the documents are signed and deliverables concluded.ย Hub expenses trackingResponsible for the technical support of the administrative tools and policy.Coordinate Ukraine teamโs absences and follow ups on annual leaves.ย Monitor and ensure consistency between different HR platforms.Organise travel, workshops, and events in collaboration with the team.Ensure and follow up all administrative procedures of NRC.Liaise with NRC on issues related to hosting management and reimbursement of costs.Coordination of an internal asset register, asset focal point.Ensure proper filing of all support documentsย Support the Finance unit as required (timesheets, invoice reminders, etc)ย Support with administration tasks related to ACAPSโ transition, such as contract transfers, subscriptionsโ cancellationsย Any other tasks required by the Line Manager.Competencies
Generic competencies
University degree or vocational training in a relevant field (administration, finance, management, business, law, accounting).Minimum 2 years' relevant professional experience in administration or finance. Experience in humanitarian sector is highly desirable.Good document drafting skills.Priority management of tasksAbility to effectively work within a multi-cultural environment.Problem solving skills, results oriented approach.Fluent written and oral communication skills in English and Ukrainian.Proficient knowledge of standard ICT office support tools including spreadsheets, word-processing and presentation software.Context related skills, knowledge, and experience:ย
Demonstrated numeracy skills and excellent attention to detail.ย Solid knowledge and use of Excel.Behavioural Competencies:
Ability to work independently.Planning and delivering resultsCommunicating with respect and tactfulnessInitiating actionAttention to detail and organization.Adapting and responding to changeResult-oriented and problem solvingยOperate in line with the ACAPS valuesย
ACAPS is a dynamic and independent organisation. We share and strive to maintain the values of agency, candour, integrity, diversity, evolution, ambition, and collaboration in everything we do. The post holder is expected to develop the position in line with these values. The ACAPS values live in the way we manage our teams, create our content and engage with stakeholders. We are an equal opportunities employer. We are committed to diversity without distinction to age, gender, religion, ethnicity, nationality, and physical ability.ย