Administrative Officer

JOB OVERVIEW

Reporting to the Field Manager, the Administrative Officer will be responsible for managing both internal and external (non-IRC) visitors, link for expatriate staff travel issues to/from Ukraine. The role will also be responsible for managing meetings and office space at Mykolaiv office.

KEY RESPONSIBILITIES

Facility management

• Responsible of facility management for offices and guesthouses.

• Act as focal point for all communication with landlords including, but not limited to, receiving monthly rent and utility expense invoices, verifying them and submitting payment requests.

• Address any issues that affect the functionality of facilities to the landlord and follow up with repairs or corrections.

• Identify repair needs in the office, raise purchase request and liaise with procurement department.

Office Management

• When required, support and manage space allocations to permanent and visiting internal staff.

• Receive, register, advise, direct and monitor internal and external visitors.

• Responsible of petty cash management for office supply and travel related costs.

• Responsible of consolidating office stationery, kitchen and hygiene supply needs, raising purchase requests for procurement.

• Identify furniture needs in the office, raise purchase request

• Manage office and guesthouse cleaners

• Organize seating space for visiting staff and conduct introductory office tour for all new visiting and permanent staff.

• Plan and communicate seating arrangements for new permanent staff

Events & Meetings

• Manage internal and external meetings through booking venues (internal and external), keep a register of the conference room booking requests etc.

• Ensures that all necessary equipment and material is in place during meetings, conferences.

• Support HR for organization of teambuilding events.

Travel

• Prepare Market Survey for hotel accommodation in the AoR (Area of Responsibility).

• When requested, arrange local travel and crossing travel to/from the base city, including hotel reservation.

• Verify and submit hotel Invoices for payment according to IRC procedure.

Other

• Support the Field Manager with other tasks as may be required

JOB REQUIREMENTS

Education:

• Diploma or degree in Administration, Finance or related degree

Experience:

• At least 2 years’ experience of a similar role or equivalent in humanitarian or development programs

• Previous experience handling different stakeholders and/or coordinating activities is desirable

Demonstrated Skills and Competencies:

• Strong experience with Microsoft Word, PowerPoint Excel, and Outlook.
• Strong organizational and time-management skills; proven ability to prioritize and deliver on time.
• Ability to work both independently and in a dynamic, cross-functional global team structure.
• Previous experience in emergency preparedness and response preferred
• Personal qualities: Team player, flexible, network-builder, able to handle pressure well.
• Demonstrated understanding of working with people from different cultures

Language skills:

• Good level of English, spoken and written is required.
• Fluency in Ukrainian is required.

REPORTING STRUCTURE AND TEAM COLLABORATION

Position Reports to: Field Manager
Works closely with: Finance teams, Partnership teams and Operation teams, Program teams.

Indirect Reporting: Operations Administrative Manager

WORK ENVIRONMENT AND OTHER RELEVANT INFORMATION

There is active conflict in parts of the country and a possibility for further expansion of the conflict and violence in other areas. Staff must comply with all IRC security policies and procedures applicable to international staff. Security will be thoroughly discussed during the interview process.

• This role requires full-time work in the office.
• Applicants must have a home or alternate workspace so they can effectively complete their work during regularly scheduled work hours.
• Travel to other locations is needed.
• Exempt from overtime.
• Sometimes work on weekends may be required (overtime hours will be provided as a time off).
• Work in the matrix organization.
• Fast pace of working, multitasking and stressful work.
• The organization cares about staff and provides flexible working options (start early-finish early, start later-finish later, remote work).

IRC employees are eligible to the following benefits:

• Competitive salary
• Purposeful job and development opportunities

• English classes and unlimited online training courses
• Life Insurance
• Medical insurance for staff and family members
• Free psychological support to employees and their family members
• 30 calendar days of annual vacation with flexibility beyond the legally set minimum requirements
• Up to 10 days of paid medical leave