Admin Officer

• Country: Ukraine
• Organization: IRC
• Deadline: N/A
• No of Vacancies: N/A

Major Responsibilities:

Facility management
Responsible of facility management for offices and guesthouses.
o 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 paymentrequests.
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 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, 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.

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: Fluencyin Ukrainian and English.

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