JOB DESCRIPTION

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 HR and Admin functions responsibilities in the office.

Generic responsibilities

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&Admin Coordinator
4. Ensure proper filing of documents
5. Promote and share ideas for improvement of the admin and HR function in the office
6. Any other duties that will be assigned by HR&Admin Coordinator.

Specific 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.

2. Competencies

1. Professional competencies

Generic professional competencies:

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

Context/ Specific skills, knowledge and experience:

Responsible, punctual, attentive to details, prompt
Excellent interpersonal skills
Proven ability to handle challenging workload
Able to work independently and proactively

2. Behavioural competencies

Handling insecure environment
Planning and delivering results
Empowering and building trust
Communicating with impact and respect

Level of Education: Bachelor Degree

Work Hours: 8

Experience in Months: No requirements