Administrative Officer

The Administrative Officer is responsible for managing internal and external visitors, supporting expatriate staff travel issues, managing meetings and office space at the Kyiv office, and overseeing facility and office management tasks.

Responsibilities

• Responsible of facility management for offices and guesthouses
• Act as focal point for all communication with landlords including 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
• 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
• Consolidate 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
• Manage internal and external meetings through booking venues, keep a register of the conference room booking requests
• Ensure all necessary equipment and material is in place during meetings and conferences
• Support HR for organization of teambuilding events
• Conduct market survey for hotel accommodation in the Area of Responsibility
• 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
• Support the Operations Administrative Manager 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
• Previous experience in emergency preparedness and response preferred
• Demonstrated understanding of working with people from different cultures
• Fluency in Ukrainian and English
• Personal qualities: Team player, flexible, network-builder, able to handle pressure well

Skills

• Administration
• Finance
• Stakeholder Coordination
• Emergency Preparedness
• Emergency Response
• Cross-Cultural Communication
• Visitor Management
• Travel Coordination
• Meeting Management
• Office Space Planning
• Facilities Management

Languages

Ukrainian, English