Administrative Officer

The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

JOB OVERVIEW

Reporting to the Operations Administrative Manager, the Administration Officer will be responsible for managing both internal and external(non-IRC) visitors, link for expatriate staff travel issues to/from Ukraine. The role will also be responsible for managing meetings and office space at Kyiv office.

KEY RESPONSIBILITIES

Facility management

• Responsible of facility management for offices and guesthouses. Act as focal point for all communication with landlords including, but not limited to, receiving monthly rent and utility expense invoices, verifying them and submitting payment requests. Address any issues that affect the functionality of facilities to the landlord and follow up with repairs or corrections. Identify repair needs in the office, raise purchase requests and liaise with procurement department

Office Management

• When required, support and manage space allocations to permanent and visiting internal staff. Receive, register, advise, direct and monitor internal and external visitors. Responsible of petty cash management for office supply and travel related costs. Responsible of consolidating office stationery, kitchen and hygiene supply needs, raising purchase requests for procurement. Identify furniture needs in the office, raise purchase request. Manage office and guesthouse cleaners. 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

Events & Meetings

• Manage internal and external meetings through booking venues (internal and external), keep a register of the conference room booking requests etc. Ensures that all necessary equipment and material is in place during meetings and conferences. Support HR for organization of teambuilding events

Travel Prepare

• Market Survey for hotel accommodation in the AoR (Area of Responsibility). When requested, arrange local travel and crossing travel to/from the base city, including hotel reservation. Verify and submit hotel Invoices for payment according to IRC procedure. Prepare travel orders for national staff and train booking for expatriates.

Other Support the Operations Administrative Manager with other tasks as may be required

JOB REQUIREMENTS

Education:

• Diploma or degree in Administration, Finance or related degree

Experience:

• 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 is desirable
• Previous experience in emergency preparedness and response preferred

Demonstrated Skills and Competencies:

• Demonstrated understanding of working with people from different cultures
• Personal qualities: Team player, flexible, network-builder, able to handle pressure well
• Fluency in Ukrainian and English

REPORTING STRUCTURE AND TEAM COLLABORATION

Reports to: Operations Administrative Manager

WORK ENVIRONMENT AND OTHER RELEVANT INFORMATION

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

All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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Why Choose the IRC?

Work that has meaning: Every day at the IRC is a chance to make a difference through a purpose-driven career. Whether you're working directly with communities or providing support behind the scenes, you will be part of a dynamic team that is always innovating, scaling, and testing new and better solutions to ensure the best possible outcomes for the people we serve.

Global scale, dynamic workplace: At the IRC, we believe that the dynamic, global make-up of our team is our strength. When you join us, you're not just starting a job—you will be part of a global organization positively impacting millions of lives in over 40 get to work with colleagues from all around the world—working across time zones and regularly exchanging different ideas, perspectives and insights. You’ll join a team that is dedicated to fostering a supportive environment to create a workplace where everyone feels valued, respected, and heard.  

Challenging work, innovative solutions: We’re committed to excellence and innovation, and pride ourselves in setting industry-leading standards while practicing evidence and data-lead strategies. Come challenge norms, shatter conventions, and pioneer change while working on real, nuanced and complex issues we face in the world today.  

Community centered: We’re an empathetic community that truly cares for one another. Our comprehensive safety and security initiatives ensure a safe work environment, while our continuous learning and development programs provide ongoing opportunities for personal and career advancement.

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Our Typical Recruitment Process

The interview process typically includes three rounds, though the number may vary depending on the role and level of seniority. It usually begins with a conversation with our recruiting team to learn more about you and your goals. This is followed by an interview with a hiring manager or business stakeholder to explore your background and provide more insight into the role. The final round focuses on assessing your role-specific expertise and may be conducted as a panel interview to evaluate your cross-functional strengths. Before extending an offer, we generally conduct reference checks, and after an offer is made, a standard background check is completed. While we strive for consistency, the process may differ based on the role, business unit, location, job type, legal requirements, and other factors.

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