Operations Administrative Manager

Overview

The Operations Administrative Manager is responsible for implementing systems and overseeing day-to-day administrative management of IRC Kyiv Country Office, providing technical guidance to field offices.

Key Responsibilities

• Prepare monthly consolidated office supply orders and place procurement requests
• Supervise documental translation systems
• Supervise reconciliations of mobile service contracts and monthly payment of invoices
• Set up systems for mailing and documental classification
• Hold corporate debit card 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 all facilities are well functioning
• 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
• Ensure nation-wide train booking services are provided efficiently
• Ensure secure accommodation services are provided
• Supervise travel arrangements for entry and departure from Ukraine for expats and visitors
• Ensure visa and international travel services support to foreign workers
• Ensure reception and guidance of foreign workers arriving in Ukraine
• Ensure mobility tracker tools are available and updated
• Follow up with any legal registration requests
• 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
• Put in place monthly meeting cycle for all admin teams in the country
• Prepare policies and standard operating procedures when needed
• 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
• Forecast equipment and material need and ensure its availability during meetings, conferences and other events
• Ensure the rational use of IRC venues and guesthouses
• Ensure officer goals settings, performance reviews and development plans if needed
• Ensure that direct reports and technical reports operate under monthly workplans.

Required 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.

Qualifications

• 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

Other Details