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 Administration Assistant in Kharkiv city.   

About the job 

Under the management of the HR and Administration Team Leader, the Administration Assistant  will ensure efficient and effective support in all the administrative issues to the DRC team in Kharkiv city 

Your main duties and responsibilities will be:  

• Organizing travel logistics for employees, including booking tickets and accommodation. 

• Managing the process of preparing documents for obtaining residence permits and residency. 

• Assistance in finding apartments and guest houses, execution of documents and contracts. 

• Administration of guest rooms: check-in, check-out, cleaning, updating data in the tracker. 

• Collect and consolidate requests for office supplies, keys, ID cards, sim cards, etc. 

• Communication with suppliers, collection of invoices and other related documents from suppliers. 

• Non-qualified interpretation and translation as needed - Ukrainian/English/Russian within the administrative department 

• Handling incoming and outgoing communications, including e-mail, phone calls and correspondence. Draft, review and edit documents, reports and other written materials. 

• Maintaining and updating databases, trackers and contact lists, and documentation systems. 

• Assist with basic financial tasks such as processing invoices, expense reports, and budgeting. Work with the finance department to ensure accurate record keeping. 

• Assist other departments in implementing projects and provide administrative support. 

• Handling confidential information and ensuring its confidentiality. Ensuring compliance with the organization's internal policies and procedures. 

• Collaborate with other team members and departments to ensure effective communication and coordination. 

• Other relevant administration duties as requested by the manager 

About you  

To be successful in this role we expect you to have minimum 1 year of the relevant experience on the similar position or similar sector. 

Moreover, we also expect the following:   

• University degree  

• Work experience, preferably in INGOs:  

• Knowledge of English: not lower than Intermediate level

• Computer literacy: confident user in MS Word, Excel, PowerPoint and Outlook. 

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 successful completion of a 3-month probationary period 

• Band:  I 

• Designation of Duty Station: Kharkiv 

• Start date: October 2024 

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: 20th September 2024  

For further information about the Danish Refugee Council, please consult our website drc.ngo.