Administration Assistant

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 2024 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 a Administration Assistant for its activities in Mykolaiv.

This position will be line managed by the Administration Team Leader.

About the job
The Administration Assistant provides support for the daily functioning of the office and the implementation of DRC programs in the Southern region, in Mykolaiv office in the area of responsibility. Reports to the Administration Team Leader, collaborates with the support team and program staff to ensure the timely completion of administrative tasks and provide the necessary support to other teams in his/her area of responsibility.

Your main duties and responsibilities will be:

• Solving tasks in matters related to the rental of real estate, including the preparation of agreements with landlords and solving problems related to the rental of office and guest apartments.
• Support international employees with visa application, temporary residence permit, registration.
• Providing necessary administrative support to program staff regarding travel arrangements, booking tickets and accommodation, and proper reporting.
• Effective work with finance, logistics, and program departments to prepare for timely procurement of necessary materials and services.
• Assist with the organization of events (workshops, meetings, etc.).
• Support of the Support Services Manager and Area Manager in matters of administrative work.
• Monitoring compliance with the organization's international code of conduct, internal and donor instructions/procedures regarding DRC procurement, to avoid conflicts of interest.
• Other administrative tasks that may be assigned by the line manager.

About you
To be successful in the role of Administration Assistant, we expect you to have at least 1 year of working experience in Administration, Supply Chain or any other relevant field, experience in NGO will be an advantage. Moreover, we also expect the following:

• Good knowledge of Microsoft Programmes (E.g. Excel and Word), experience working with ERP-systems will be an advantage.
• Cultural sensitivity and ability to work in a cross-cultural environment.
• Advanced English proficiency.
• Fluency in Ukrainian language.

In this position, you are expected to demonstrate DRC’ five core competencies:

Striving for excellence: You focus on reaching results while ensuring an efficient process.

Collaborating: You involve relevant parties and encourage feedback.

Taking the lead: You take ownership and initiative while aiming for innovation.

Communicating: You listen and speak effectively and honestly.

Demonstrating integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer:
Contract length: open ended contract after 3 month probation period.

Level: I – Non-Management

Designation of Duty Station: Mykolaiv - Full time based

Start date: As soon as possible.

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 are open until 10th January 2025

Applications sent by email will not be considered.

We reserve the right to conduct further interviews before the deadline for submission of applications.

Department:

Location: Mykolaiv