Administration Assistant (re-advertisement)

Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations. 

DRC has been operating in Ukraine since 2014, currently DRC employs over 800 staff in Ukraine and will continue significant scale-up in 2024 to implement emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

DRC is currently looking for a Administration Assistant for its activities in Kyiv.

About the job 

Under the supervision of the Administration Team Leader, you will provide administrative support related to DRC premises in Kyiv, will assist DRC international staff from different administrative tasks related to the preparation of their travels (visa, train tickets, flights tickets) and to their arrival in Ukraine (TRP, registration, accommodation).

Your main responsibilities will be:

Administrative support 

• Support international employees with visa application, temporary residence permit, registration; 
• Maintain updated the administrative trackers (new arrival, staff tracker);
• Prepare monthly a DRC contact list to be shared with all DRC staff; 
• Prepare for all DRC staff an ID card and a SIM card – Keep an updated tracker of all DRC SIM cards; 
• Assist with the organization of events (workshops, meetings, etc.). 

Travel management 

• Support international employees with travel bookings (flight, train, accommodation, etc.); 
• Support all DRC staff based in Kyiv with the travel arrangements in and outside Ukraine. 

DRC Premises 

• Under the supervision of the Administration Team Leaders, develop and renew DRC lease agreements; 
• Prepare “Request for Payment” for the payment of utilities, rental fees, cleaning products, etc.; 
• Act as the focal point with the landlords of DRC premises. 

Office Management 

• Maintain a tidy and organized office space; 
• Manage office supplies and consumables, ensuring adequate stock levels; 
• Raise purchase request for office supplies and consumables; 
• Ensure that all DRC staff and DRC visitors have an access card to enter DRC office in Kyiv. 

About you:

To be successful in this role we expect you to have at least 1 year of experience in a similar position or with similar tasks, we are looking for a motivated person who is keen to learn fast and communicate with different stakeholders. Moreover, we also expect the following:  

Required  

• Diploma in Business Administration (or proven experience as an administrative assistant or in a related role); 
• Proficient in Microsoft Office Suite (Word, Excel, Outlook); 
• Advanced English proficiency; 
• Attention to detail and problem-solving skills. 

In this position, you are expected to demonstrate DRC’ five core competencies: 

• Striving for excellence: You focus on reaching results while ensuring an efficient process. 
• Collaborating: You involve relevant parties and encourage feedback. 
• Taking the lead: You take ownership and initiative while aiming for innovation. 
• Communicating: You listen and speak effectively and honestly. 
• Demonstrating integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer:

• Contract length: One-year contract after successful completion of three months’ probation period.
• Band: I non-management. 
• Designation of Duty Station: Kyiv.
• Start date: As soon as possible.

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for National.

Application process

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. 

Applications sent by email will not be considered.

Closing date for applications: November 24, 2024.

We encourage candidates to apply as soon as possible, interviews might be conducted on a rolling basis. DRC reserves the right to select candidate before the vacancy close date.