Administrative Officer

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

JOB OVERVIEW

Reporting to the Operations Administrative Manager, the Administration Officer will be responsible for managing both internal and external(non-IRC) visitors, link for expatriate staff travel issues to/from Ukraine. The role will also be responsible for managing meetings and office space at Kyiv office.

KEY RESPONSIBILITIES

Facility management

• Responsible of facility management for offices and guesthouses. Act as focal point for all communication with landlords including, but not limited to, receiving monthly rent and utility expense invoices, verifying them and submitting payment requests. Address any issues that affect the functionality of facilities to the landlord and follow up with repairs or corrections. Identify repair needs in the office, raise purchase requests and liaise with procurement department

Office Management

• When required, support and manage space allocations to permanent and visiting internal staff. Receive, register, advise, direct and monitor internal and external visitors. Responsible of petty cash management for office supply and travel related costs. Responsible of consolidating office stationery, kitchen and hygiene supply needs, raising purchase requests for procurement. Identify furniture needs in the office, raise purchase request. Manage office and guesthouse cleaners. Organize seating space for visiting staff and conduct introductory office tour for all new visiting and permanent staff. Plan and communicate seating arrangements for new permanent staff

Events & Meetings

• Manage internal and external meetings through booking venues (internal and external), keep a register of the conference room booking requests etc. Ensures that all necessary equipment and material is in place during meetings and conferences. Support HR for organization of teambuilding events

Travel Prepare

• Market Survey for hotel accommodation in the AoR (Area of Responsibility). When requested, arrange local travel and crossing travel to/from the base city, including hotel reservation. Verify and submit hotel Invoices for payment according to IRC procedure. Prepare travel orders for national staff and train booking for expatriates.

Other Support the Operations Administrative Manager with other tasks as may be required

JOB REQUIREMENTS

Education:

• Diploma or degree in Administration, Finance or related degree

Experience:

• At least 2 years’ experience of a similar role or equivalent in humanitarian or development programs
• Previous experience handling different stakeholders and/or coordinating activities is desirable
• Previous experience in emergency preparedness and response preferred

Demonstrated Skills and Competencies:

• Demonstrated understanding of working with people from different cultures
• Personal qualities: Team player, flexible, network-builder, able to handle pressure well
• Fluency in Ukrainian and English

REPORTING STRUCTURE AND TEAM COLLABORATION

Reports to: Operations Administrative Manager

WORK ENVIRONMENT AND OTHER RELEVANT INFORMATION

IRC employees are eligible to the following benefits:

• Competitive salary
• Purposeful job and development opportunities
• English classes and unlimited online training courses
• Life Insurance
• Medical insurance for staff and family members
• Free psychological support to employees and their family members
• 30 calendar days of annual vacation with flexibility beyond the legally set minimum requirements
• Up to 10 days of paid medical leave

PROFESSIONAL STANDARDS

All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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