The Admin Officer is responsible for following up on the day-to-day implementation of the admin functions in the East Area Office (EAO).
Generic responsibilities:
- Ensure adherence to NRC policies and the national law in all processes and procedures.
- Assist with the implementation of the admin function portfolio according to plan of action.
- Ensure proper filing of admin-related documents.
- Coordinate with relevant partners, suppliers, etc.
- Ensure that NRC resources are used effectively.
- Inform the line manager about possible risks related to admin processes.
- 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 admin function.
Specific responsibilities:
- Responsible for arranging office supplies and proper maintenance of the EAO premises (offices, guest houses, apartments) following NRC policy and procedures.
- Assist in proper contract management with suppliers of goods and services in EAO. Including contract conclusion, contract renewal as required, preparation of addendums.
- Manage the processing and facilitation of payments to vendors, suppliers, and service providers under HR and Admin. This includes verifying invoices, preparing payment requests, obtaining necessary approvals, and coordinating with the finance department to ensure timely and accurate payments as per contractual terms and conditions.
- Deliver administrative induction for all new staff and ensure all SOPs for the offices and guesthouses are followed.
- Responsible for organizing travel arrangements for staff, including booking bus, train, and accommodation when needed.
- Support in organizing NRC events such as seminars, meetings and workshops, teambuildings.
- Responsible for obtaining documents for international colleagues and their cancellation if required - temporary residence permit, residence registration, tax code, life insurance, etc. Ensure proper archiving of documents.
- Responsible for filing electronic and hard copies of admin documents in line with NRC filing system.
- Responsible for regular updating of admin trackers.
- Provide guidance to EAO Cleaners.
Professional competencies:
- Bachelorโs degree in business administration, management, or related field.
- Minimum 2 years of relevant work experience in Administration.
- Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, Teams) and good computer skills.
- Previous experience of working in complex and volatile contexts.
- Good knowledge of English, both written and verbal.
- Fluency in Ukrainian and Russian, both written and verbal.
- Experience in NGO sector will be considered as a strong asset.
ยBehavioral competencies:
- Strong context monitoring and analytical skills
- Communicating with impact and respect
- Strong networking and negotiations skills
- Handling insecure environment
- Planning and delivering results
- Empowering and building trust
What 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.