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

JOB SUMMARY:

IRC seeks a dynamic team member for a supportive role in an office. An Administrative Assistant responsible for managing and distributing information among their co-workers, answering phones, and doing other administrative work and tasks under the supervision of the Field Coordinator. Provide support to managers, other employees, and office visitors by handling a variety of tasks to ensure that all interactions between the organization and others are positive and productive.

MAIN RESPONSIBILITIES:

Under the supervision of the Admin Officer, Admin Assistant will be responsible for:

Office and General administration

·       Ensure that office lease and supplies contracts are signed, classified and updated in lease tracker and follows up on contractual responsibilities over the office.

·       Contributes to program and forecast office needs.

·       Contribute to the management of supplier communication that include responding to queries, checking Invoices, arranging Purchase Requests, Payment Requests etc.

·       Contribute to the management of internal meetings through booking venues (internal and external), keep a register of the conference room booking requests etc.

·       Receive, register, advise, direct, and monitor internal and external visitors.

·       Ensures that all necessary equipment and material is in place during meetings, conferences.

·       Ensures that cleaning services are available and functional. Direct supervision over cleaners.

·       When required, support and manage space allocations to permanent and visiting internal staff.

·       Arranging and work with Finance to prepare of taking cash advances, distribute and liquidate monthly phone allowance for office Staff.

·       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

·       Support the Field Coordinator in translating official letters to English as may be required

·       Implement Receptionist Responsibilities, greet visitors with a positive, helpful attitude, assisting them in finding their way around the office.

Guest houses

·       Ensure that GH lease and supplies contracts are signed, classified and updated in lease tracker and follows up on contractual responsibilities over the office.

·       Ensures that all necessary equipment and material is in place in GH.

·       Ensures that cleaning services are available and functional. Direct supervision over cleaners.

·       Allocates space in GH for visitors.

·       Collaborates with HR to ensure all supplies and equipment in the GH are in line with applicable policy

Travel

·       Arrange local travel and crossing travel to/from the Field Office, including hotel reservation.

·       Ensures hotel occupancy conciliation and documentation and transfers information to update waivers on accommodations.

·       Contribute on the duties of ensuring that all expatriate staff have valid travel documentations and stay permits/residency.

·       Support travel officer on updating tracking tool.

Professional Standards:

·       Complete other duties as assigned by the supervisor to enable and develop IRC programs

• Adhere to the IRC Way Standards for Professional Conduct and the IRC country employment policies.

JOB REQUIREMENTS:

• Diploma or degree in Administration 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
• Demonstrated understanding of working with people from different cultures
• Previous experience in emergency preparedness and response preferred 

Demonstrated Skills and COMPETENCIES:

• Fluency in Ukrainian and English required. Russian will be an asset.
• At least 1 year of related experience, preferably in implementing humanitarian or development projects with I/NGOs.
• Experience working directly with clients/ beneficiaries in social service settings.
• Proven ability to work well in and promote teamwork, comfortable in a multi-cultural environment, flexible, and able to handle pressure with professional grace.
• Dedication to an anti-racist and Do No Harm approach, gender equality, and inclusion.
• Punctuality and attention to detail required.
• Excellent computer skills in Microsoft Office, especially Microsoft Excel.
• Experience in training people desired.
• Strong liaison and diplomatic skills.

APPLY NOW