Admin. Manager- Ukraine

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith.

Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories!

The escalation of conflict in Ukraine has forced more than 5 million people – mostly women and children – to flee to neighbouring countries. With the escalating crisis, the needs are growing by the hour. More than half of Ukraine’s children have either fled for safety within the country or are living as refugees.

Since the conflict started, our teams have been on the ground assessing and responding to the urgent needs of those searching for safety. We are currently scaling up our multi-country response across three countries (Moldova, Romania, and Ukraine) and are recruiting for many key positions that will make a direct impact on the lives of people who have been caught up in conflict.

Employee Contract Type:

• Local – Fixed Term Employee (Fixed Term)
• This position will be based in Ukraine

Job Description:

MAJOR RESPONSIBILITIES

Administration

• Design, implement and oversee the maintenance of administrative / filing systems for the efficient functioning of the office.
• Ensure that airtime is available at all times for response staff.
• Ensure that utilities are available and working properly in the apartments.
• Ensure that all apartment lease are paid in time
• Assist with the preparation of the annual Administration Department budget
• Organize, oversee the maintenance of, and manage office support services, including secretarial, data processing, housing, equipment purchases, building services and hospitality to visitors.
• Ensure all documentation is appropriately filed according to WV standards.
• Maintain accurate visitor list and inform Response Manager of new staff/visitors coming to the response.
• Ensure visitors are informed about accommodation and in country requirements such as Child Protection Policy, Security Standards/Information and hotel bookings.
• Inform all incoming staff about visa requirements and ensure that visa, residences visas, work permits are applied for in time.
• Ensure that hotel bookings are made in time and communicated to staff arriving.
• Ensure that newly arrived staff’s requirements are met, ensure transportation to/from airport, hotel and to other accommodation and inform incoming staff about arrangements.
• Inform about medical facilities, hospital, medical doctors etc in their location.
• Ensure accurate assignments for staff’s accommodation plan and set up team house allocation.
• Ensure that incoming staff have communication equipment assigned such as telephone and other equipment as needed.

Logistics

• Oversee that the office supplies storeroom is kept up to date and stocked with stationary etc.
• Liaise with the purchasing manager to monitor the application of purchasing policies and procedures, help set up a central purchasing system, ensure the appropriate use of requisitions, purchase orders, and receiving reports.

Liaise with Finance Coordinator all expenses done for the response team

Human Resources Management

• Identify and train qualified administrative staff in the performance of administrative and office systems.
• Supervise staff in Administration Assistant
• Perform periodic performance reviews.

Advisory

• Provide financial and budget advice to Finance Coordinator
• Liaise with Response Manager regarding financial and accounting issues.
• Advise Administration Assistant on Activities outlined in JD

REQUIRED KNOWLEDGE, SKILLS & QUALIFICATIONS

Experience in managing an Administration Department

• Thorough knowledge of MS Teams, Word, Excel and Powerpoint

• Organized and excellent coordination skills

• Patient and understanding

• Good English communication skills (oral and written)

• Good understanding of World Vision administration standards

• Cross-cultural sensitivity, flexible worldview, emotional maturity

• Ability to work in and contribute to team building environment

• Commitment to World Vision Core Values and Mission Statement

• Ability to exhibit exemplary lifestyle as interpreted in specific local cultural context.

• BA or similar achievement or extensive work experience in administrative field
• High initiative

TRAVEL AND/OR WORK ENVIRONMENT REQUIREMENT

• As per need
• Language Requirements: English & Local Language

Applicant Types Accepted:

Local Applicants Only