• Country: Odessa, Ukraine
• No of vacancies: N/A
  
• Salary: N/A 
• Organization: IRC
• Gender: Both 
• Deadline: N/A

Major Responsibilities:

Facility management

• Responsible for facility management of 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 request 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 for petty cash management for office supply and travel related costs.

• Responsible for 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/Accommodations for Programs Teams in 3 regiones (Odesa, Mykolaiv, Kherson)

• Prepare Market Survey for hotel accommodation in the AoR (Area of Responsibility).

• Arrange weekly accommodation for Programs Teams.

• Verify and submit hotel Invoices for payment according to IRC procedure.

 Travel/Accommodations for visitors to Odesa

• Prepare Market Survey for hotel accommodation in the AoR (Area of Responsibility).

• Arrange weekly accommodation for Programs Teams.

• Verify and submit hotel Invoices for payment according to IRC procedure.

 Other

• Support the Field Coordinator with other tasks as may be required

REQUIREMENTS:

• Diploma or degree in Administration, Finance or related degree

• 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

• Demonstrated understanding of working with people from different cultures

• Previous experience in emergency preparedness and response preferred

• Personal qualities: Team player, flexible, network-builder, able to handle pressure well.

 Languages Requirements: Fluency in Ukrainian and English.

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