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Administration Assistant Ukraine Lviv

Lviv

  • Organization: NRC - Norwegian Refugee Council
  • Location: Lviv
  • Grade: Administrative support - Administrative Services and Support - Generally no need for Higher Education
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
  • Closing Date: Closed

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

Role and responsibilities 

The purpose of the assistant position is to assist in the day-to-day implementation of the HR and administration functions responsibilities.

Generic responsibilities  

  • Assist with the implementation of the support function portfolio according to plan of action. 
  • Ensure proper filing of documents. 
  • Promote and share ideas for improvement of the support function. 
  • Perform all administrative tasks to ensure the smooth operation of SD office (office and other suppliers, landlords and cleaners, all other involved persons/entities checking the counters for utilities, correctness of bills for services provided, assist in collection of documents, etc.). 
  • Assist preparing the office/boardroom for meetings, conferences and other events. Handle catering and other related services. 
  • Provide secretarial and administrative support to management and other staff. 
  • Any other duties that will be assigned by Area Manager, Area Support Mangar, HR Coordinator or HR Technical Officer.  

Specific responsibilities  

  • Sending receiving, distributing and filing incoming and outgoing letters, mail and other documents for the area office.  
  • Organize and schedule meetings and appointments when and if needed.  
  • Assist with administrative tasks and provide research and administrative support to departments and individuals, where necessary. 
  • Assist in arranging travel: train tickets and hotel reservations, conference arrangements and transportation (if needed), maintaining the proper documentation 
    and doing the relevant payment reconciliation.. 
  • Receive invoices and verify correctness against orders/contracts/agreements and follow up on where partial deliveries are made until orders are complete. 
  • Assist with appropriate filing, retrieval, scanning and archiving the administration part in correspondence with NRC filing policy and procedure. 
  • Assist HR Technical Officer and HR/Admin Officer in ad-hoc tasks. 
  • Ensure that the office stationery and office supplies are ordered on time and support in implementing efficient 
    management of office supplies and consumables.
     

Critical interfaces 

  • By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are: 
  • HR/Admin department, Logistics and Finance departments 
  • Program staff 

Competencies  

Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:  

1. Professional competencies  

  • Good knowledge of English 
  • Proficient knowledge of Ukrainian language
  • Good organizational skills 
  • Proactive approach 
  • Higher education 
  • Good knowledge of the software programs (MS Word, Excel, Access, Power Point) 
  • Able to work independently 

2. Behavioral competencies 

  • Handling insecure environment 
  • Planning and delivering results 
  • Empowering and building trust 
  • Communicating with impact and respect 

Key Information - Please Take Note When Applying

  • Learn more about NRC here
  • 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.
  • This position is open temporary for 3 months.
  • To apply as an internal candidate, please click on the suitcase icon “I am an employee” on the top right of the page to be redirected to NRC’s internal career site.
  • Apply by completing all the system-required fields of your experience, employment history, and education in your application.
  • Ensure to attach your latest CV.
  • Submit your application and CV in English.
  • When creating your profile, include your full name as per your passport.
  • Applications that do not meet the minimum standards in terms of experience or qualifications will generally not be considered.
  • Unsolicited applications not related to this specific job advertisement will not be considered.
  • Only shortlisted candidates will be contacted. We receive many applicants for each vacant position.
This vacancy is now closed.