Manager, Administration (national staff position)

Job Purpose

To coordinate the Administrative functions of Ukraine Operations in line with Federation procedures and policies, in a coordinated fashion to compliment the delivery of programming, administrative and financial support to all departments.

Job Duties and Responsibilities

• Co-ordinate out-sourced functions such as office and facilities maintenance, conferencing, gardening and catering to ensure cost effectiveness and service delivery in accordance with agreements.
• Ensure that all in-coming international staff are well supported, and that they return all equipment, assets and any other property in their possession upon completion of their duties.
• Implement standardized filing and archiving systems, asset management and Inventory management for the operation while promoting adherence to the same among programme departments.
• Draft and keep up-to-date procedures and guidelines on housing, telephone, travel and other administrative processes as necessary and promote adherence to them.
• Support system improvement initiatives and ensure smooth roll out in the operation.
• Ensure proper maintenance of office equipment as well as the provision of office consumables.
• Together with the Facilities Technician, maintain an up-to-date inventory of the moveable assets of the Operation.
• Coordinate the management of telephone lines including direct lines and mobile phones, monitoring, monthly costs and liaising with senior IT/Telecom Officer on obtaining reports.
• Manage in E-contract system all Administrative contracts by keeping track of expiry dates, renewals, notice periods, payments, etc. Whenever necessary, seek legal services.
• Ensure that all utility bills are settled in time and that there are no service interruptions.
• Work with the security officer to enhance security in the office premises.
• Prepare weekly, monthly and quarterly reports as may be determined by the Operations Manager.
• Supervise Facilities and Welcome services and work closely with Travel Service to ensure prompt and high-quality service delivery.
• Propose and Support National Societies development initiatives.
• Support the Operations Manager on all Administration related matters namely on local policy reviews and contract negotiation

Education

Master’s degree in Business Administration, Commerce, or any other relevant fields plus

Experience

• 3-5-years’ experience in administration management or equivalent capacity (Required)
• Previous experience working for the Federation and/or National Society or comparable International organisations (preferred)
• Experience in managing and developing teams (Required)
• Experience in training on Admin matters (Required)
• Experience in preparation of Admin reports (Required)
• Strong communication and administrative skills; specifically, in office management (Required)

Knowledge, Skills and Language

• High degree of integrity, discretion and personal conduct (Required)
• Flexible and adaptable to changing working conditions (Required)
• Excellent interpersonal and written communication skills (Required)
• Ability to prioritise, meet deadlines and work under pressure (Required)
• Excellent staff management skills (Required)
• Self-Motivated, proactive with good judgement and initiative (Required)
• Fluently spoken and written English & Ukrainian (Required)

Competencies and Values

• Communication; Collaboration and Teamwork; Judgement and Decision Making; National Society and Customer Relations; Creativity and Innovation; Building Trust;

Comments

This is a full time national staff position based in Kyiv, Ukraine.