Administration Officer Ukraine Kherson

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.

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. 

1. Role and responsibilities

The Administration Officer is responsible for implementing the Administration procedures, policies, and supporting the Kherson Office staff in their requests, in addition to supporting the Field and Area offices in the implementation and following up on the execution of the set administrative routines to ensure achievement of objectives.

Generic responsibilities

1. Ensure adherence with NRC policies, tools, handbooks and guidelines
2. Implement delegated support function portfolio according to plan of action
3. Prepare and develop status reports as required by management
4. Ensure proper filing of documents 
5. Promote and share ideas for improvement of the support function and the coordination between those and the Administration department
6. Ensure that NRC’s related activities are implemented within NRC’s Protection mainstreaming guidelines and report any breaches/concerns to the line manager and/or focal point for proper action.

Specific responsibilities

• Ensure proper implementation of all existing procedures related to administration in Kherson office.
• Ensure maintaining a filing system for all HR and administrative documents according to NRC Filing Tree both as hard and soft copies.
• Preparation of office rental and utilities payments, assisting in finding of offices, main focal point with landlords. Handling repairs. Preparation and updating of contract database. 
• Focal point for cleaning, handling of paperwork and management of contract with external company, dealing with complaints if they arise. 
• Focal point for security service, fire service, maintenance service. Handling of paperwork and management of contracts with external companies, preparation of payments.
• Preparing and recording all Timesheets for Kherson Office. 
• Updating of records on a continuous basis of all emergency numbers and emergency tracker.
• Monitor and update employees overtime tracker and records, send monthly report to HR&Admin Coordinator.
• Preparation of monthly orders on stationery and office supplies for Kherson Office, in line of available stock and also in overall need of the office. 
• Responsible for trainings organization, handling payments and ensuring that training boxes are fully stocked and available.
• Responsible for the employee’s trainings tracker, maintaining and managing the tracker, preparing reports.
• Carry out other HR, Admin and basic Finance related activities and support the offices as requested.
• Perform any other relevant tasks assigned by Supervisor and assist Line Manager as per requested.

2. Competencies

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

1. Professional competencies

• Bachelor’s degree in business or any related field
• Minimum of 1 year of relevant experience in an Administration role
• Previous experience working in complex and volatile contexts
• Fluent in Ukrainian and Russian, both written and verbal
• Elementary level in English
• Proficient in MS office (Word, Excel, PowerPoint, Outlook)

      2.Behavioral competencies

• Planning and delivering results
• Handling insecure environments
• Working with people
• Communicating with impact and respect

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.