Operations Administrative Manager

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

The Operations Administrative Manager is a key position for the Operations Department which provides support to IRC programs implemented across Ukraine. The position is primarily responsible for implementing systems across the CO and oversight and day-to-day admin management of IRC Kyiv Country Office as well as providing technical guidance to field offices.

Reporting to the Supply Chain and Operations Senior Coordinator, Operations Admin Manager is in charge of the Administrative Department for IRC Ukraine. The Operations Administrative Manager will be responsible for the effective management of offices, facilities, warehouse services, travel services, accommodation contracting and follow up, registration, and technical supervision of nationwide admin teams. The Operations Administrative Manager will ensure that all systems are implemented efficiently and effectively, meeting the needs of the organization and its staff.

The Administrative Department has the following key responsibilities

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

Operations Administrative Manager is based in Kyiv with one officer under his/her direct supervision provides services for Kyiv office as well as support to external visits and nation-wide events.

In addition to the admin team in Kyiv, the Manager has a technical supervisory role to admin staff in IRC’s field offices around the country.

RESPONSIBILITES

With the support of the admin team, the Manager is responsible of the following

Office services management

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

Facility management

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

Mobility

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.

Registration

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

Onboarding for new staff

Ensure regular training to new staff on Travel Authorization Request and Travel Expense Reports is provided.

Technical supervision of nation-wide admin teams

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

Meetings and events

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

HR management

Ensure officer goals settings, performance reviews and development plans if needed.

Ensure that direct reports and technical reports operate under monthly workplans.

REQUIREMENTS

Education

• 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

Experience

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.

Skills

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.

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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