Overview
The Administration Coordinator will oversee and strengthen administrative, procurement, and operational processes within the Ukraine Analysis Hub to ensure smooth day-to-day functioning.
Key Responsibilities
- Lead and manage the full procurement cycle for goods and services related to trainings, workshops, events, consultants, translation, interpretation, venues, catering, and logistics.
- Serve as the primary focal point for suppliers and service providers, prepare and manage contracts.
- Lead the planning and coordination of all hub events, including capacity-building trainings, scenario-building workshops, and external engagement events.
- Ensure all logistical elements are planned in advance, including venue selection, participant management, interpretation, technical setup, and catering.
- Work closely with the Finance Officer to ensure the hub’s budget is accurately tracked and regularly updated, and support budget planning.
- Oversee and improve administrative systems and processes, and ensure the hub’s SharePoint filing system is well maintained.
- Coordinate team absences and ensure consistency across HR systems.
- Act as primary focal point for office management within the UAH.
- Liaise with NRC and ACAPS support functions on HR, Finance, Operations, and Procurement.
- Coordinate travel arrangements for staff.
Required Experience
- Minimum 3 years' relevant professional experience in administration, finance, logistics, or procurement.
- Experience in the humanitarian sector is highly desirable.
- Strong experience managing procurement processes and vendor coordination.
- Experience supporting events, trainings, or workshops.
Qualifications
University degree or vocational training in a relevant field (administration, finance, management, business, law, accounting).
