Senior Administration Assistant

Background/IRC Summary:

The Ukraine crises could become the worst humanitarian crisis Europe has seen in decades. More than 5.3 million people have fled across borders to seek safety in the 1st month since the escalation of conflict in Ukraine on February 24, 2022, and over 6.5 million Ukrainians are reported to be displaced and the vast majority of the displaced are women, girls and boys.

Between February 7-23, 2022, an IRC team undertook a scoping mission covering Poland and Ukraine to better understand the context, humanitarian and civil society landscape, and anticipated service gaps in the event of an escalation of conflict in Ukraine and consequent displacement into neighboring Poland. As of February 24th, the IRC has pivoted to an emergency response, and have identified partner agencies in Ukraine and Poland to facilitate immediate assistance that can be used where it is the most needed. Simultaneously, the IRC is established operations across Ukraine and Poland offering robust humanitarian response to complement partner response services either in breadth or scale

Job Overview/Summary:

The Admin Assisstant is responsible to ensure that administrative support required is provided with minimum effort, money and time. He/she will be responsible to ensure that appropriate facilities for offices, storage and accommodation are rented and are equipped with necessary furniture and equipment all times, including required supplier and maintenance follow up and office aesthetics. He/ she will also support logistics to oversee the IT and Assets functions within the organization.

Responsibilities:

Administration and Office Services Management

The Operations Management is responsible for administration and office management in Poland, including legal handling and affairs, premises management, event support services, and office staff management.

• Legal correspondence with authorities, letters typing, making phone bookings with government bodies under supervision of Snr Admin officer, DDO and Program Manager.
• Supporting IRC Representative on government affairs including approvals for meetings and workshops …etc
• Support internal meetings through booking venues (internal and external), keep a register of the conference room booking requests etc.
• Receive, register, advice, direct and monitor internal and external visitors.
• Office maintenance and its amenities needed for users and guests, supervising cleaners and facility management in conducting maintenance works.
• Ensures that all necessary equipment and material is in place during meetings, conferences.
• Monitor the consumption of the cleaning materials and re-order in coordination with the supervisor.
• Ensure toilets, urinals, hand basins, sinks, baths, showers and drinking fountains are clean.
• Providing regular written reports of status of equipment and supplies
• Perform and document routine inspections and maintenance activities
• Support on event planning and service delivery for IRC and partners activities taking place in Gdynia.
• Support the planning and organization of conferences and meetings as needed.

Qualifications

Required Experience/qualification/Skills:

• At least 2 years of progressively responsible professional experience of Administrative Assistant
• Previous experience in INGO or Humanitarian Sector

Demonstrated Skills and Competencies:

• A commitment to IRC’s mission, vision, values and IRC Way – Professional Code of Conduct.
• Credible written, presentation and verbal communication skills; ability to convey information effectively and solid experience providing training and staff development
• Validated sense of professional discretion, integrity, and ability to handle complex situations diplomatically and to effective resolution.
• Excellent management and interpersonal skills and a solid ability to promote harmonious/cohesive teamwork, in a cross-cultural context.
• Validated ability to plan long-term, organize priorities and work under administrative and programmatic pressures with detail orientation and professional patience.
• Highly collaborative and resourceful; ability to establish positive working relationships with senior level management and all other partners to maximize cooperation and productivity.
• Curiosity, a desire to continually learn and develop and a sense of humor is a must.
• Analytical ability in creating effective solutions to complex matters while adhering to labor laws and internal policies.

Language/Travel:

• English is required, while Polish is desired.
• Travel: 15% in Poland as well as attending workshops and meetings as needed.

Key Working Relationships:

Position Reports to: Senior Admin Officer

Indirect Reporting: Program Manager
Position directly supervises: None.

Position indirectly supervises: None.

Other Internal and/or external contacts: Regular relationships with program staff, Operations staff and country Supply Chain staff at all levels.

Internal: All program sectors coordinators and managers.

External: Vendors and Services providers.

Professional Standards: IRC staff must adhere to the values and principles outlined in IRC Way – Global Standards for Professional Conduct. These are Integrity, Service, Accountability and Equality. In accordance with these values, IRC operates and carries out policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti-Workplace Harassment, Respect at Work Fiscal Integrity, and Anti-Retaliation.

Returning National Candidates: We strongly encourage national or returning national candidates to apply for this position. If you are a citizen of the Country in which this position is based and are currently located outside of your home country and possess over two years of international work experience, the Middle East Region has introduced an attractive remuneration package. The package includes competitive compensation, return flight to post, shipping allowance, temporary housing and a relocation allowance. Certain restrictions may apply. IRC strives to attract, motivate and retain qualified national staff in our programs.

Accountability to Clients: IRC staff must adhere to the commitment of contributing to the sustainability and development of its (CR) Client Responsiveness Mechanisms, preserving the culture of prioritizing the needs of our clients and affected communities by systematically listening to their perspectives and using their feedback to make programmatic decisions and give them greater influence over program design and delivery.

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.

Diversity and Inclusion: at IRC MENA, we are passionate about creating an inclusive workplace that promotes and values diversity. Organizations that are diverse in age, gender identity, race, sexual orientation, physical or mental ability, ethnicity, nationality, and perspective are validated to be better organizations. More importantly, creating a safe workspace environment where everyone, from any background, can do their best is the right thing to do. So, bring your whole self to work.

IRC is committed to creating a diverse, inclusive, respectful and safe work environment where all persons are treated fairly, with dignity and respect. In keeping with our core values of Integrity, Service, Accountability and Equality, IRC strives to maintain a work environment built on mutual respect in which all individuals treat each other professionally, and free of bias, prejudice, and harassment. IRC expressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of IRC Persons in any work setting. All IRC staff, wherever they are located, are accountable for creating an environment free of discrimination, harassment, bullying, and retaliation.