Operations, Administrative Manager
International Rescue Committee Посмотреть все вакансии
- Киев
- Постоянная работа
- Полная занятость
- Facility Management and contracting (warehouses, offices and guesthouses)
- Support services management (warehouses, offices, accommodations, GH and waivers)
- Travel management (systems and providers)
- Ensuring procurement processes are followed on event organization
- Legal support
- prepare monthly consolidated office supply orders and place procurement requests
- supervise documental translation systems are on place
- supervise reconciliations of mobile service contracts and monthly payment of invoices
- setting up systems for mailing and documental classification within the country
- hold corporate debit card according to SOP and prepare expense reports
- Identify, prepare and manage rental agreements for warehouses, offices and guesthouses
- Act as focal point with contract holders
- Ensure availability of services to conduct real estate market assessments
- Ensure that all facilities are well functioning, including housekeeping & cleaning, supplies, electricity, maintenance and repair, internet and other primary functions.
- Participate at Operations procurement planning and budgeting.
- Ensure procurement needs for offices and guesthouses are planned and timely satisfied
- Ensure follow up on operational contractual obligations for Ukraine offices
- Ensure nation-wide train booking services are provided efficiently
- Ensure secure accommodation services are provided in the CO and field offices
- Supervise travel officer arrangements for entry and departure from Ukraine for expats and visitors in coordination with officer based in Rzeszow, Poland
- Ensure that visa and international travel services support to foreigners in coordination with his team in Rzeszow, Poland
- Ensure reception and guidance of foreign workers arriving in Ukraine including pertinent SOP
- Ensure mobility tracker tools are available and updated.
- follow up with any legal registration requests from the senior management team
- follow up with temporary residence permit of expats, prepare necessary documentation and accompany expats throughout the process
- Ensure regular training to new staff on Travel Authorization Request and Travel Expense Reports is provided.
- put in place monthly meeting cycle for all admin teams in the country
- prepare policies and standard operating procedures when needed to standardize and streamline services
- ensure that lease tracker is up-to-date for the whole mission
- provide support on contracting and negotiations as needed
- Supervise that venues services for meetings and events are included in IRC?s vendor lists and available when needed.
- Forecast equipment and material need and ensure its availability and in place during meetings, conferences and other events according to the requests
- Ensure the rational use of IRC venues and guesthouses including forecasting of needs
- Ensure officer goals settings, performance reviews and development plans if needed.
- Ensure that direct reports and technical reports operate under monthly workplans.
- Bachelor's degree in Social Sciences or similar
- Degree in Law is advantageous
- Master's Degree in a relevant field will be an added advantage
- Professional certification is highly desirable
- 3 years of relevant professional experience in Supply chain /administration / human resources and in similar position.
- Previous experience working with an international NGO in a cross-cultural setting, preferably in the administration is advantageous
- Previous team experience and knowledge of team dynamics desirable.
- Good inter-personal and conflict resolution skills, able to work under pressure and manage personal stress
- Strong organizational and time management skills, team-player but also able to work independently
- Able to coach and support others
- Excellent verbal and written communication skills
- Compassionate, self-motivated, enthusiastic, energetic
- Fluency in English and Ukrainian is a requirement.
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