Administration Coordinator

The Administration Coordinator is responsible for coordinating efficient, compliant, and staff-focused administration and workplace services across the Ukraine Country Office, including facilities management, travel and visa support, vendor management, and administrative compliance. The role leads the administration team and ensures safe, functional working environments that support programme delivery and uphold duty of care commitments.

Responsibilities

• Supervise and support administration staff to ensure efficient service delivery.
• Coordinate workloads, priorities and performance within the administration team.
• Provide technical guidance and support to administration colleagues in field offices.
• Promote consistent administrative practices across all locations.
• Coordinate management and maintenance of offices, staff accommodation and workplace facilities.
• Ensure offices provide safe, healthy and productive working environments for staff and visitors.
• Monitor facility-related issues and ensure timely resolution.
• Support workplace improvements that enhance operational efficiency and staff experience.
• Ensure compliance with organizational standards and relevant local regulations.
• Oversee travel and visa support for staff, deployments and visitors.
• Ensure timely processing of travel documentation, permits, accommodation and transportation arrangements.
• Support cross-border staff movement and emergency travel requirements.
• Monitor service quality and identify opportunities for process improvements.
• Collaborate with Supply Chain on lease agreements, renewals and office accommodation matters.
• Coordinate administrative vendors and service providers to ensure quality and cost-effective service delivery.
• Ensure licenses, permits, insurance and administrative records are maintained and renewed as required.
• Support compliance with organizational policies and legal requirements.
• Develop, maintain and periodically review administrative policies, procedures, guidelines and service standards to ensure efficient, consistent and user-friendly administration processes across all offices.
• Ensure administration procedures and guidance are clearly communicated and accessible to employees.
• Identify process gaps and implement practical solutions to improve efficiency, compliance and employee experience.
• Coordinate with Safety and Security teams to ensure compliance with workplace health and safety requirements.
• Support implementation of office safety measures and workplace standards.
• Ensure administrative services contribute to staff wellbeing, safety and operational effectiveness.
• Support staff and visitors through appropriate travel, accommodation and workplace arrangements.
• Support business continuity arrangements related to administration and workplace services.
• Ensure administrative preparedness and continuity of office operations during emergencies.
• Coordinate administrative support required for emergency response activities.
• Collaborate with Finance on administrative budgets, forecasts and expenditure monitoring.
• Ensure administrative reports, trackers and records are maintained accurately and on time.
• Monitor the quality and effectiveness of administrative services.
• Recommend and implement practical improvements to enhance efficiency, service quality and user experience.
• Promote environmentally responsible workplace practices and support implementation of Green Office initiatives, including efficient use of resources, waste reduction and sustainable workplace practices.
• Identify opportunities to improve operational efficiency and reduce the environmental footprint of office operations where feasible.

Requirements

• Bachelor's degree in Business Administration, Management, Operations, Public Administration, or related field.
• Significant experience in administration, office management, facilities management, workplace services, or operational support functions.
• Experience supervising or coordinating administration or support services staff.
• Experience working within NGO, INGO, UN, humanitarian, or development organizations.
• Strong understanding of office administration procedures, facilities management principles, and workplace support services.
• Experience coordinating vendors, service contracts, and administrative budgets.
• Experience supporting multiple office locations and field-based operations.
• Sound understanding of workplace health and safety requirements.
• Strong organizational, planning, coordination, and problem-solving skills.
• Strong interpersonal and stakeholder management skills.
• Excellent written and spoken English and Ukrainian.
• Advanced Microsoft Office skills.

Skills

• Office Management
• Facilities Management
• Workplace Services
• Operational Support
• Staff Supervision
• Implementation Coordination
• Support Contract Management
• Administrative Budgeting
• Multi-location Support
• Field Operations Support
• Workplace Safety
• Organizational Planning
• Stakeholder Management
• Microsoft Office Suite
• Travel and Visa Support
• Administrative Policy Compliance

Languages

English, Ukrainian