Administrative Assistant

BACKGROUND:
The International Rescue Committee (IRC) responds to the world’s worst
humanitarian crises and helps people survive, recover and gain control of their
future. The IRC is working to improve the safety, health, education, economic well-being,
and power of people in crisis-affected places. IRC’s Economic Recovery and
Development programming ensures that clients meet both their short- and
long-term economic needs through sustainable and ethical programs such as but
not limited to, cash and voucher transfers, food security promotion, climate-smart
agro-pastoral production and enterprise development, and employment promotion.

IRC is providing emergency assistance
directly and has identified partner agencies in Ukraine to facilitate immediate
assistance that can be used where it is the most needed.

This position will be based in Dnipro, with travel to other locations
as necessary. As this is a fluid and rapidly changing context, the location of
this assignment may change based on the needs of the program.

JOB
SUMMARY:
IRC
seeks a dynamic team member for a supportive role in an office. An
Administrative Assistant responsible for managing and distributing information
among their co-workers, answering phones, and doing other administrative work
and tasks under the supervision of the Admin Officer. Provide support to
managers, other employees, and office visitors by handling a variety of tasks
to ensure that all interactions between the organization and others are
positive and productive.

MAIN RESPONSIBILITIES:
– Under
the supervision of the Admin Officer, Admin Assistant will be responsible for:
– Contribute to the management of supplier communication that include responding to queries, checking Invoices, arranging Purchase Requests, Payment Requests etc.
– Contribute to the management of internal meetings through booking venues (internal and external), keep a register of the conference room booking requests etc.
– Receive, register, advise, direct, and monitor internal and external visitors.
– Ensures that all necessary equipment and material is in place during meetings, conferences.
– When required, support and manage space allocations to permanent and visiting internal staff.
– Arrange local travel and crossing travel to/from Dnipro, including hotel reservation.
– Arranging and work with Finance to prepare of taking cash advances, distribute and liquidate monthly phone allowance for office Staff.
– Contribute on the duties of ensuring that all expatriate staff have valid travel documentations and stay permits/residency.
– Organize seating space for visiting staff and conduct introductory office tour for all new visiting and permanent staff.
– Plan and communicate seating arrangements for new permanent staff
– Support the Field Coordinator in translating official letters to English as may be required
– Implement Receptionist Responsibilities, greet visitors with a positive, helpful attitude, assisting them in finding their way around the office.

Professional
Standards:
– Complete other duties as assigned by the supervisor to enable and develop IRC programs
– Adhere to the IRC Way Standards for Professional Conduct and the IRC
country employment policies.

JOB REQUIREMENTS:
– Diploma
or degree in Administration or related degree
– At
least 2 years’ experience of a similar role or equivalent in humanitarian
or development programs
– Previous
experience handling different stakeholders and/or coordinating activities
– Demonstrated
understanding of working with people from different cultures
– Previous
experience in emergency preparedness and response preferred

Demonstrated
Skills and Competencies:
– Fluency in
Ukrainian and English required. Russian will be an asset.
– At least 1 year of related experience,
preferably in implementing humanitarian or development projects with
I/NGOs.
– Experience working directly with clients/
beneficiaries in social service settings.
– Proven ability to work well in and promote
teamwork, comfortable in a multi-cultural environment, flexible, and able
to handle pressure with professional grace.
– Dedication to an anti-racist and Do No
Harm approach, gender equality, and inclusion.
– Punctuality and attention to detail
required.
– Excellent computer skills in Microsoft
Office, especially Microsoft Excel.
– Experience in training
people desired.
– Strong liaison and diplomatic skills.
– Personal qualities: Team player, flexible,
network-builder, able to handle pressure well.

IRC employees are eligible to the following benefits:
– Competitive salary
– Purposeful job and development opportunities
– English classes and unlimited online training courses
– Life Insurance
– Medical insurance for staff and family members
– Free psychological support to employees and their family members
– 30 calendar days of annual vacation with flexibility beyond the legally set minimum requirements
– Up to 10 days of paid medical leave

PROFESSIONAL STANDARDS

IRC builds diverse and inclusive teams of professionals who promote team engagement, inclusion and cohesion, critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients. 

The International Rescue Committee is determined to protect the people it serves, its staff and any person associated from all kinds of harm, abuse, and violence, including sexual exploitation, abuse and harassment. It is committed to taking all necessary preventive measures and creating an environment where people feel safe and can report misconduct. IRC workers must adhere to the core values and principles outlined in IRC Way – Standards for Professional Conduct. These are Integrity, Service, Equality and Accountability. The IRC also operates and enforces a set of complementary institutional policies to protect clients and staff from harm and abuse through the Adult and Child Safeguarding policies, the Respect at Work and Harassment-free Workplace policies, the Anti-retaliation and Reporter Protection policy, which are complemented by the IRC Global Reporting guidelines. These commitments are accessible in English and in Ukrainian language via this link: https://rescue.box.com/v/irc-safeguarding-policies. 

Where misconduct is alleged, IRC follows a Zero-tolerance approach and takes all necessary actions and corrective measures. The IRC investigation unit comprises of experts and trained investigators that ensures professional survivor-centered investigations are conducted if allegations of safeguarding violations are reported through the safe and accessible reporting channels that IRC makes available to its staff, partners, and clients. IRC is also an active member of the Inter-Agency Working Group on Protection from Sexual Exploitation and Abuse (PSEA) set-up in Ukraine. 

Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive, respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in any work setting. We aim to increase the representation of women, people who are from country and communities we serve, and people who identify as races and ethnicities that are under-represented in global power structures.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances.

Equal Opportunity Employer: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.