Administration Officer

Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations. 

DRC has been operating in Ukraine since 2014, currently DRC employs over 800 staff in Ukraine and will continue significant scale-up in 2023 to implement emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

DRC is currently looking for an Administration Officer for its activities in Sumy.  This position will report to the DRC Sumy Base Manager.

Overall purpose of the role:

Under the management DRC Sumy Base Manager, the Administration Officer is responsible for overseeing all aspects of administrative support at the DRC office, ensuring efficient operations and procedures and implementation of administrative policies at the office, developing systems that contribute to improve the efficiency and cost-effectiveness of the administrative operations.

Main responsibilities:

Administrative support:

• Ensure all utility payments are done on timely basis. 
• Ensure meetings for the senior management team are organized and other administrative support as may be required.
• Drafting meeting minutes.
• Tracking action points according to meeting minutes.
• Provide support to Area Manager and area senior management team on searching actual legislation and policies.
• Communicate with local authorities and other NGOs/CSOs on request of Area Manager or Advocacy Coordinator.
• Assist in preparing MoUs with local authorities, NGOs/CSOs.
• Assist with travel and accommodation. 
• Jointly with Finance and Programs units organize the contract’s scanning and storing, archiving documents and transfer to Kyiv archive;
• Colaboration with HR Department to ensure all documents are up to date and provide documentation flow and exchanfe
• Any other duties as requested by Base Manager.

Facilities Office management:

• Ensure all office infrastructures are appropriate, safe and functioning (i.e. security system, health and safety, communications, etc.)
• Oversee all aspects of office maintenance and cleanliness. 
• Procurement of stationary, water and food or the office needs
• In conjunction with the safety team, ensure safety and security issues for the general security of the office. 
• Maintain and update lease agreements and coordinate the renewal of leases for office premises, guesthouse and expatriate housing. Act as the focal point for liaison with landlords. 
• Coordinate handover of leased properties and ensure security deposits are refunded on timely basis. 
• Ensure repairs and maintenance of facilities in compliance with DRC standards and procedures. 
• Manage the administration team to ensure overall efficiency.  

Rental apartments/Guesthouse management:

• Management of the rental apartments/guesthouse ensuring all infrastructures are safe and functioning. 
• Oversee all aspects of upkeep and cleanliness at the rental apartments/guesthouse. 
• Ensure rental apartments/guesthouse stocks and supplies are in place, and monitor their utilization.
• Act as focal point for guesthouse and expatriate houses, liaise with property landlords on any matters arising. Oversee repairs as required.   

Required experience and competencies:

• Experience in administration work
• Commitment to learning and implementing organizational policies and procedures.
• Excellent skill in MS Word, Excel, and PowerPoint
• Experience in managing ERP system is an assets
• Attention to documents details
• Proficiency in Ukrainian, Russian and English

All DRC roles require the post-holder to master DRC’s core competencies: 

• Striving for excellence: Focusing on reaching results while ensuring efficient processes.
• Collaborating: Involving relevant parties and encouraging feedback. 
• Taking the lead: Taking ownership and initiative while aiming for innovation.
• Communicating: Listening and speaking effectively and honestly. 
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment. 

Required education:
University degree in Administration or equivalent professional qualification

We offer:
Contract length: 3-month probation period with possible extension 
Level:  H
Designation of Duty Station: Sumy
Start date: As soon as possible.

The application is open for Ukrainian citizens or those with the existing right to work in Ukraine. Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for national staff.

Application process:
All applicants must upload a cover letter and an updated CV (no longer than four pages in English).

Applications sent by email will not be considered.                                                            

Closing date for applications: 31.12.2023.