Administration Officer Ukraine (Ukrainian Nationals)

1. Role and responsibilities

The purpose of an Admin Officer is to implement delegated area of responsibility of Administration in Warsaw office. The Administration Officer will ensure implementation of NRC policy, procedures, and tools.

Generic responsibilities (max 10)

These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work and Development plan.

1. Ensure adherence with NRC policies, tools, handbooks, and guidelines
2. Implement delegated support function portfolio according to plan of action
3. Prepare and develop status reports as required by management
4. Ensure proper filing of documents
5. Promote and share ideas for improvement of the support function

Specific responsibilities 

Administration

• Support NRC Ukraine with movement of their staff through Poland by booking hotels, buses / trains and coordinating the movement part inside Ukraine with colleagues there
• Responsible for welcoming visitors and new staff of NRC Ukraine to the NRC office in Warsaw, and arranging office space for them while in Warsaw
• Responsible for issuing the new staff of NRC Ukraine with laptops, phones, and sim cards 
• Responsible for the management of ICT equipment stocked in Warsaw in coordination with NRC Ukraine
• Manage and issue new staff of NRC Ukraine with visibility items stocked in Warsaw
• Coordinate induction of the new staff while in Warsaw with regional HSS and HR, regional or HO ICT in terms of laptops set up as well as colleagues in Ukraine
• Responsible for printing staff IDs for new staff and other small procurement if necessary
• Responsible for the necessary visa letters that need to be prepared in Poland for staff of NRC Ukraine
• Support NRC Ukraine staff with applying / extending visas in Ukrainian Embassy in Poland
• Implement NRC Terms and Conditions of service, policies, and procedures

1. Competencies  

Competencies are important 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: 

• University degree, in Business Administration or related field
• Minimum 2 year of relevant Administration experience 
• Documented results related to the position’s responsibilities
• Fluency in English and Ukranian, both written and verbal

Context/ Specific skills, knowledge, and experience: 

• Good communication and interpersonal skills
• A strong administrative service orientation 
• Keen sense of compliance with policy and procedure
• Personal conflict resolution and problem-solving skills
• Strong organizational and team working skills
• Highly confidential
• Good computer application skills

2. Behavioural 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