Administration Coordinator

Role and responsibilities

The purpose of the Administration Coordinator is to work closely with the HR & Admin Manager to oversee and manage the efficient completion of various administrative tasks within the organization including managing all aspects of visa and Temporary Residence Permits (TRP) applications for expatriates. The Administration Coordinator will be leading and delivering the Admin initiatives to ensure the smooth functioning of day-to-day operations Country Office while providing advice and guidance to area offices.

Generic responsibilities

• Adherence to NRC policies, tools, handbooks, and guidelines.
• Implement NRC’s systems and procedures at Country Office
• Ensure proper filing of Admin-related documents
• Coordinate with relevant partners, suppliers, consultants and authorities when required
• Lead and supervise the administrative team, providing guidance and support (3 officers and 3 cleaners).
• Prepare and develop status reports as required by management.
• Promote and share ideas for building the positive and collaborative environment

Specific responsibilities 

• Ensure the smooth processing and extensions for visas and residence permits for international staff
• Managing all accommodation needs including renting offices, guesthouses, hotels and apartments
• Draft, review and manage Lease Agreements and contracts with suppliers.
• Arranging all office supplies,
• Maintain accurate records of all administrative activities,
• Manage the Admin archive and follow-up collection of the records of expenses, invoices, and receipts for financial reporting purposes and payments, such as Legal Services, Delivery services, Water supplies, Printing services, and accommodation.
• Collaborate with colleagues across departments to ensure effective communication and coordination.
• Manage the processing and facilitation of payments to vendors, suppliers, and service providers under HR and Admin team. This includes verifying invoices, preparing payment requests, obtaining necessary approvals, and coordinating with the finance department to ensure timely and accurate payments.
• Accurately input data into relevant systems and internal filling tree and follow up on the tracker.
• Support team members with administrative tasks as needed.
• Fulfil any other duties as directed by the line manager.
• Liaise with immigration authorities and legal advisors to ensure compliance with local laws.
• Manage and process internal arrangements such as travel to/from Ukraine for international visitors, and training sessions for NRC staff.

Professional competencies: 

• University degree in business administration, management, or related field.
• Minimum of 2 years of experience in Administrative support roles, with experience in handling visas and TRPs for expatriates,
• Proven working experience in a humanitarian / recovery context
• Managerial experience
• Knowledge of Ukraine context and Migration law of Ukraine and local regulations
• Documented results related to the position’s responsibilities.
• Fluency in English and Ukrainian, both written and verbal

Specific skills, knowledge, and experience: 

• Good communication and interpersonal skills
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook);
• Strong organizational and time-management skills, ability to multitask and work under pressure.
• Strong negotiation skills with experience in lease agreements.
• Attention to detail and accuracy in data entry, financial report, and document preparation, highly confidential.
• Strong organizational and teamwork skills.

Source: https://ekum.fa.em2.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_2019/requisitions/job/15561