Project Administration Officer

Reporting to the Programme Manager, Swedish RC, the Project Administration Officer provides support to the Swedish Red Cross delegation in programmatic, communications and administrative issues concerning projects. This includes to ensure smooth running of the projects, to ensure compliance with internal and external rules and regulations and to provide administrative support to the Swedish RC teams and other visitors as required.

Project administration

• Follow-up that we and partners comply with conditions in project agreements
• Keep track of and organize filing of incoming reports and statistics
• Organize filing of incoming reports and statistics and support in ensuring completeness
• Follow-up on procurement procedures and represent Swedish RC in procurement committees as necessary
• Support dialogues with internal and external stakeholders related to project management
• Support the development of project-related reports to internal and external stakeholders
• Support the programmatic team with other project management tasks as needed
  
  

Administrative Support

• Support in taking minutes during meetings as and when necessary
• Support in scheduling relevant meetings for the programmatic team
• When necessary, support with correspondence and document translation between Ukrainian and English
• Provide interpretation services for the Swedish RC in country when requested.
• Prepare and review administrative procedures and guidelines and promote adherence to them, ensure administrative lists (e.g., contact lists) are in place and regularly updated.

Communications

• Keep track of, organize and when relevant produce communications material (photos, videos) related to our projects

Other tasks

• Willingness to join on business travels inside of Ukraine
• Supports if requested, other team members in assigned tasks
• Additional duties as assigned by the Line Manager.

• Work actively towards the achievement of the Federation Secretariat’s goals.
• Abide by and work in accordance with the Red Cross and Red Crescent principles.
• Perform any other work-related duties and responsibilities that may be assigned by the line manager.

Required - University Degree.

Preferred - University degree in International Development, Humanitarian Action, Business Management or related field.

Required:

• Working experience in project management and/or administration.

Preferred:

• Experience supporting project related tasks in project planning, monitoring, evaluation, and reporting.
• Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment.

Required:

• Ability to pay attention to details and to work in a diverse international team.
• Proficient in Windows, Microsoft Office, database, e-mail (Outlook) etc.
• Flexibility and ability to work with under pressure and to deadlines.
• Fluent spoken and written English.
• Good spoken and written English.
• Fluent spoken and written Ukrainian.

Preferred:

• Available and able to work in high risk and volatile context with frequent travel within Ukraine (as security situation allows) together with Swedish RC programmatic team and partners for monitoring, assessments, or other project related purposes.
• Driving License (Category B).

VALUES: Respect for diversity; Integrity; Professionalism; Accountability.

CORE COMPETENCIES: Communication; Collaboration and Teamwork; Pro-activity; National Societies and Customer Relations; Creativity and Innovation; Building Trust.