Administration Assistant

Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations. 

DRC has been operating in Ukraine since 2014, currently DRC employs over 400 staff in Ukraine and will continue significant scale-up in 2024 to implement emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

DRC is currently looking for Administration Assistant for its activities in Lviv.  

This position will report to the Support Services Manager.

Overall purpose of the role:

Under the management of Support Services Manager the Administration Assistant provides support for the daily functioning of the office and the implementation of DRC programs in the western region, in Lviv office in the area of responsibility. Administration Assistant collaborates with the procurement team and program staff to ensure the timely completion of administrative tasks and provide the necessary support to other teams in the area of ​​responsibility.

Main Responsibilities:

• Solving administrative tasks in accordance with DRC's internal regulations and procedures
• Solving tasks in matters related to the rental of real estate, including the preparation of agreements with landlords and solving problems related to the rental of office and guest apartments
• Providing necessary administrative support to program staff regarding travel arrangements, booking tickets and accommodation, and proper reporting
• Effective work with finance, logistics, and program departments to prepare for timely procurement of necessary materials and services
• Support of the Support Services Manager and Area Manager in matters of administrative work
• Monitoring compliance with the organization's International Code of Conduct, internal and donor instructions/procedures regarding DRC procurement, to avoid conflicts of interest
• Translation Ukrainian-English-Russian, English-Russian-Ukrainian (documents, emails, letters, etc., translation during meeting, workshops, etc.)
• Other administrative tasks at the request of the manager
• Understanding and ensuring compliance with the DRC Code of Conduct

Required experience and competencies:

• Microsoft Office skills, in particular MS Excel and Word, experience with ERP systems is desirable
• Analytical mindset, attention to detail, communicability, financial literacy
• Previous experience from 1 year
• Proffessional English language skills
• Experience working in INGO will be an advantage

All DRC roles require the post-holder to master DRC’s core competencies: 

• Striving for excellence: Focusing on reaching results while ensuring efficient processes.
• Collaborating: Involving relevant parties and encouraging feedback.
• Taking the lead: Taking ownership and initiative while aiming for innovation.
• Communicating: Listening and speaking effectively and honestly.
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer:
Contract length: 3 months probation, with the possibility of extension based on funding and satisfactory performance
Level: I
Designation of Duty Station: Lviv
Start date: As soon as possible
Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for national staff

Application process:
All applicants must upload a cover letter and an updated CV (no longer than four pages in English). Applications sent by email will not be considered.

We reserve the right to conduct further interviews before the deadline for submission of applications.

Closing date for applications is 31st of January, 2024