Operations Administrative Manager

The Operations Administrative Manager is responsible for implementing systems across the IRC Ukraine Country Office and overseeing day-to-day administrative management in Kyiv, as well as providing technical guidance to field offices. The role includes managing office services, facilities, travel, legal support, and supervising nationwide admin teams to ensure efficient and effective operations.

Responsibilities

• Manage office services including procurement requests and documental translation systems
• Supervise reconciliations of mobile service contracts and monthly invoice payments
• Set up systems for mailing and documental classification within the country
• Hold corporate debit card and prepare expense reports
• Identify, prepare and manage rental agreements for warehouses, offices and guesthouses
• Act as focal point with contract holders and ensure availability of services for real estate market assessments
• Ensure all facilities are well functioning including housekeeping, supplies, maintenance, internet and other primary functions
• Participate in operations procurement planning and budgeting
• Ensure procurement needs for offices and guesthouses are planned and timely satisfied
• Follow up on operational contractual obligations for Ukraine offices
• Ensure nation-wide train booking and secure accommodation services are provided efficiently
• Supervise travel arrangements for expats and visitors including visa and international travel support
• Ensure reception and guidance of foreign workers arriving in Ukraine
• Maintain and update mobility tracker tools
• Follow up with legal registration requests and temporary residence permits for expats
• Provide onboarding training on travel authorization and expense reports to new staff
• Conduct monthly meetings and provide technical supervision to nationwide admin teams
• Prepare policies and standard operating procedures to standardize services
• Maintain lease tracker for the whole mission
• Support contracting and negotiations as needed
• Supervise venue services for meetings and events and ensure availability of equipment and materials
• Ensure rational use and forecasting of IRC venues and guesthouses
• Manage officer goal settings, performance reviews and development plans
• Ensure direct and technical reports operate under monthly workplans

Requirements

• Bachelor’s degree in Social Sciences or similar
• Degree in Law is advantageous
• Master’s Degree in a relevant field will be an added advantage
• Professional certification is highly desirable
• 3 years of relevant professional experience in Supply chain /administration / human resources and in similar position
• Previous experience working with an international NGO in a cross-cultural setting, preferably in the administration is advantageous
• Previous team experience and knowledge of team dynamics desirable
• Good inter-personal and conflict resolution skills, able to work under pressure and manage personal stress
• Strong organizational and time management skills, team-player but also able to work independently
• Able to coach and support others
• Excellent verbal and written communication skills
• Compassionate, self-motivated, enthusiastic, energetic
• Fluency in English and Ukrainian is a requirement.

Skills

• Supply Chain Management
• Administrative Management
• Human Resources Management
• Procurement
• Office Services Management
• Facilities Management
• Travel Coordination
• Legal Support
• Team Supervision
• Intercultural Experience
• Conflict Resolution
• Organizational Skills
• Time Management
• Coaching and Mentoring
• Verbal Communication
• Written Communication
• Stress Management

Languages

English, Ukrainian