The purpose of the officer position is day to day implementation of the HR and Admin functions responsibilities in the office.
Responsibilities
Draft letters, cover letter for official correspondence. Reply to general requests with accurate information. Sending receiving, distributing and filing incoming and outgoing letters, mail and other documents for field office
Organize and schedule meetings and appointments when and if needed. Responsible for welcoming visitors to the NRC office, and direct them accordingly. Organize hotel booking and travel services provision for local and international staff.
Responsible for timely settlement of rental and utility bills. (e.g. electricity, water, phone) and make sure they are paid on time (NRC Office, apartments for NRC staff). Update and monitor tenancy and other agreements to ensure these are up-to-date at all times.
Supervise the maintenance of the office and the office compound in collaboration with the logistics department.
Responsible for all administrative matters: including maintenance of confidential documents, filing, typing, updating of phone/staff lists, keeping adequate stationery supplies and maintaining inventory of stationary/visibility items storage.
Translation of official documents both written and real-time verbal (if needed)
Organize events and trainings for staff
Initiate procurement procedures using Agresso Procurement system
Ensure smooth operations of office cash flow by controlling daily office expenses, preparing weekly and monthly cash count reports, cash requests and accountability reports on a constant basis.
Ensure maintaining a filing system for all administrative documents according to NRC Filing Tree both as hard and soft copies
Help HR&Admin Coordinator in the maintenance of an effective, efficient and up to date staff records and filing system including contracts, leave,timesheets archiving, etc.
Requirements:
Higher level of education (university degree) in Humane Resources, Business Administration - is desirable.
Experience from working as an Office manager/administrator in international organization.
Excellent organizational and planning skills.
Knowledge of primary accounting.
Excellent verbal and written communication skills in English (required) and Ukrainian.
Good command of Microsoft Office.
Previous experience from working in complex and volatile contexts would be an advantage.
