HR and Admin Officer Ukraine Odessa

This position is open to candidates who have the legal right to work in Ukraine. Please note that we are unable to provide work permits or visa sponsorships for this position.

All NRC employees are expected to work in accordance with the organisation’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.

1. Role and responsibilities

The purpose of the officer position is day to day implementation of the admin functions responsibilities in the field office.

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 HR manager
4. Ensure proper filing of documents 
5. Promote and share ideas for improvement of the admin and HR function in the field office
6. Any other duties that will be assigned by CD/HR Manager. 

Specific responsibilities 

These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly. 

• 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. Greet clients/suppliers/visitors to the NRC in a professional and friendly manner. Organize hotel booking and travel services provision for local and international staff. 
• Assist with administrative tasks and provide research and administrative support to individuals, where necessary 
• Translation of official documents both written and real-time verbal (if needed) 
• Deal with official employment and local authorities institutions (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 constant bases. 
• Ensure maintaining a filing system for all administrative documents according to NRC Filing Tree both as hard and soft copies
• Prepare any documentation for the area on behalf of NRC for government authorities. 

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are: 

• Logistics, Finance, Procurement, HR
• Program staff
• Management (CMG and HRM) 

1. Competencies  

Competencies are important in order 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:  

• Higher level of education (university degree) 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 

Context/ Specific skills, knowledge and experience:  

• Responsible, punctual, attentive to details, prompt, well-mannered, decent and willing to work
• Excellent interpersonal skills 
• Proven ability to handle challenging workload 
• Able to work independently and proactively 

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

This position is open to candidates who have the legal right to work in Ukraine. Please note that we are unable to provide work permits or visa sponsorships for this position.