Administration Officer

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Description

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• Ensure all utility payments are done on timely basis. 
• Ensure meetings for the senior management team are organized and other administrative support as may be required.
• Drafting meeting minutes.
• Tracking action points according to meeting minutes.
• Provide support to Area Manager and area senior management team on searching actual legislation and policies.
• Communicate with local authorities and other NGOs/CSOs on request of Area Manager or Advocacy Coordinator.
• Assist in preparing MoUs with local authorities, NGOs/CSOs.
• Assist with travel and accommodation. 
• Jointly with Finance and Programs units organize the contract’s scanning and storing, archiving documents and transfer to Kyiv archive;
• Colaboration with HR Department to ensure all documents are up to date and provide documentation flow and exchanfe
• Any other duties as requested by Base Manager.

• Ensure all office infrastructures are appropriate, safe and functioning (i.e. security system, health and safety, communications, etc.)
• Oversee all aspects of office maintenance and cleanliness. 
• Procurement of stationary, water and food or the office needs
• In conjunction with the safety team, ensure safety and security issues for the general security of the office. 
• Maintain and update lease agreements and coordinate the renewal of leases for office premises, guesthouse and expatriate housing. Act as the focal point for liaison with landlords. 
• Coordinate handover of leased properties and ensure security deposits are refunded on timely basis. 
• Ensure repairs and maintenance of facilities in compliance with DRC standards and procedures. 
• Manage the administration team to ensure overall efficiency.  

• Management of the rental apartments/guesthouse ensuring all infrastructures are safe and functioning. 
• Oversee all aspects of upkeep and cleanliness at the rental apartments/guesthouse. 
• Ensure rental apartments/guesthouse stocks and supplies are in place, and monitor their utilization.
• Act as focal point for guesthouse and expatriate houses, liaise with property landlords on any matters arising. Oversee repairs as required.   

• Experience in administration work
• Commitment to learning and implementing organizational policies and procedures.
• Excellent skill in MS Word, Excel, and PowerPoint
• Experience in managing ERP system is an assets
• Attention to documents details
• Proficiency in Ukrainian, Russian and English
• Required education:
• University degree in Administration or equivalent professional qualification

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