Administration Assistant Ukraine Mykolaiv

This position is open to candidates who have the legal right to work in Ukraine. Please note that we are unable to provide work permits or visa sponsorships for this position.

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.

Responsibilities

1. Role and responsibilities

The purpose of the Assistant position is to assist in the day-to-day implementation of the support functions responsibilities.

Generic responsibilities

• Adhere to NRC policies, tools, handbooks and guidelines
• Assist with the implementation of the support function
• Prepare and develop status reports as required by supervisor
• Ensure proper filing of documents
• Promote and share ideas for improvement of the support function
• Ensure smooth running of office administration

Specific responsibilities

• Ensure efficient operation in making arrangements for hotel accommodation both for visitors and NRC staffs.
• Provide administrative and logistical support in organizing workshops /trainings/ seminars.
• Purchase of travel tickets (railway and bus) for staff. Assistance with preparation of documents for business trips.
• Work with staff timesheets.
• Assess and prepare requests for office supplies, sanitary items, stationeries, etc.
• Keep record of all stationeries/stocks used in the office and produce monthly stock reports.
• Receive all incoming deliveries (correspondences) and liaise with the appropriate members of staff for the delivery and distribution of letters.
• Assisting in management NRC guest house and Office operations.
• Facilitation of office building, premises and equipment maintenance and repair.
• Assist in filing, preparing and keeping updated database of all admin. activities and field office sites contact list.
• Manage the Field office lease agreement and contract.
• Follow up and provide support as well as report to the Line Manager on the cleanliness and service efficiency of Cleaning Services at the office.
• Fulfil any other related duties as instructed by supervisor

Qualifications

1. Competencies

Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

1. Professional competencies

These are skills, knowledge and experience that are important for effective performance.

Generic professional competencies:

• BA Degree in Management or related field of study.
• Minimum of 1 year experience from working as an Admin Assistant.
• Computer skills (common Microsoft Windows and Office applications).
• Excellent organizational and planning skills .
• Knowledge of primary accounting.
• Fluent reading, listening, and speaking in Ukrainian; knowledge of English will be considered an advantage.

Context/ Specific skills, knowledge and experience:

• Ability to work under pressure and meet deadlines
• Responsible, punctual, attentive to details, prompt
• Excellent interpersonal skills
• Proven ability to handle challenging workload
• Able to work independently and proactively

2. Behavioral competencies (max 6)

These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies, and the following are essential for this position:

• Handling insecure environment
• Planning and delivering results
• Empowering and building trust
• Communicating with impact and respect

Context/ Specific skills, knowledge and experience:

• Ability to work under pressure and meet deadlines
• Responsible, punctual, attentive to details, prompt
• Excellent interpersonal skills
• Proven ability to handle challenging workload
• Able to work independently and proactively