Operations, Administrative Manager

ABOUT THE IRC

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

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.

Commitment to Gender, Equality, Diversity, and Inclusion: The IRC is committed to creating a diverse, inclusive,respectful, and safe work environment where all persons are treated fairly, with dignity and respect. The IRCexpressly prohibits and will not tolerate discrimination, harassment, retaliation, or bullying of the IRC persons in anywork setting. We aim to increase the representation of women, people who are from country and communities weserve, and people who identify as races and ethnicities that are under-represented in global power structure