Administration Officer Ukraine

All NRC employees are expected to work in accordance with the organisation’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 officer position is day to day implementation of the admin functions responsibilities in the field office

Generic responsibilities (max 10)

These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work and Development plan.

• Ensure adherence with NRC policies, tools, handbooks and guidelines
• Implement delegated support function portfolio according to plan of action
• Prepare and develop status reports as required by HR manager
• Ensure proper filing of documents
• Promote and share ideas for improvement of the admin and HR function in the field office
• Any other duties that will be assigned by CD/HR Manager .

Specific responsibilities

These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly.

• Draft letters, cover letter for official correspondence.
• Reply to general requests with accurate information . Sending receiving, distributing and filing incoming and outgoing letters, mail and other documents for field office
• Organize and schedule meetings and appointments when and if needed
• Ensure the office(s) are maintained, cleaned; manage and track all the office keys
• Proceed with hotel, accommodation reservations, look meeting/workshop venues, office space when needed for NRC staff, visitors, official meetings
• Responsible for the procurement process for office supplies (stationary, sanitation, cleaning materials, towels, cups, consumables), framework agreements with hotels, short-term office spaces, travel agencies depending on the news
• Greet clients/suppliers/visitors to the NRC in a professional and friendly manner
• Assist with administrative tasks and provide research and administrative support to individuals, where necessary
• Managing phone for visitors (in and out)
• Translation of official documents both written and real-time verbal (if needed)
• Deal with official employment institutions (if needed)
• Assist with organizing of events and trainings
• Arrangement for Courier services
• Assist (ad-hoc) in initiation of procurement procedures using Agresso Procurement system
• E nsure smooth operations of office cash flow by controlling daily office expenses, preparing weekly and monthly cash count reports, cash requests and accountability reports on constant bases .
• Assist HR Coordinator and Manager with international staff: visa issuance, residence permits and prolongations, arrival brief and vacation schedule shall be kept updated
• Other tasks as requested by the line manager.

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

• Logistics, Finance , Procurement, HR, HoS
• Program staff
• Management (CMG and HRM)

Scale and scope of position

Staff:

0

Stakeholders:

INGOs, local NGOs, governmental authorities

Budgets:

Information:

Office 365, OKTA , NRC People, 1C

Legal or compliance:

Terms of employment, Code of conduct, vendors, suppliers

• 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: