Administration Assistant

Job Posting Organization:
The Danish Refugee Council (DRC) is a prominent protection agency established with the mission to protect, advocate for, and promote durable solutions for populations affected by displacement. Since its inception, DRC has been dedicated to addressing the needs of displaced individuals and communities, ensuring their rights are upheld and their voices are heard. DRC has been operational in Ukraine since 2014, responding to the ongoing humanitarian crisis and adapting its programs to meet the evolving needs of the affected populations. With a workforce of over 800 employees in Ukraine, DRC implements emergency responses across various sectors, including Protection, Livelihoods, Shelter/NFIs, and Humanitarian Disarmament and Peacebuilding. The organization collaborates with civil society organizations (CSOs) and duty bearers to enhance its impact and effectiveness in the field, continuously striving to adapt its durable solutions portfolio to the changing context of the region.

Job Overview:
The Administration Assistant plays a crucial role in supporting the daily operations of the DRC office in Mykolaiv and ensuring the effective implementation of DRC programs in the Southern region. This position is integral to the smooth functioning of administrative tasks and requires close collaboration with the HR and Administration Team Leader, as well as other support teams and program staff. The Administration Assistant is expected to manage various administrative functions, including real estate rental tasks, visa applications for international staff, travel arrangements, and event organization. The role demands a proactive approach to problem-solving and a commitment to maintaining compliance with organizational policies and procedures. The Administration Assistant is also responsible for monitoring the availability of administrative consumables and ensuring proper distribution within the office, thereby contributing to the overall efficiency of the organization.

Duties and Responsibilities:
The Administration Assistant will be responsible for a wide range of duties, including but not limited to: managing tasks related to real estate rental, which involves preparing lease agreements with landlords and addressing any issues related to office premises and guest accommodations; providing support to international staff with visa applications, temporary residence permits, and registration processes; delivering administrative support to program staff concerning travel arrangements, including booking tickets and accommodations and ensuring proper documentation and reporting; collaborating effectively with Finance, Logistics, and Program departments to ensure timely procurement of necessary materials and services; assisting in the organization of events such as workshops and meetings; managing the administration warehouse to ensure the availability and proper distribution of administrative consumables; monitoring compliance with the organization’s Code of Conduct and internal and donor policies related to procurement; and performing other administrative duties as assigned by the line manager.

Required Qualifications:
To be considered for this position, candidates must possess a minimum of 1 year of working experience in Administration, Supply Chain, or a relevant field. Experience in a non-governmental organization (NGO) is advantageous. Additionally, candidates should demonstrate a good knowledge of Microsoft Office applications, particularly Excel and Word, and experience working with ERP systems is considered an asset. Cultural sensitivity and the ability to work effectively in a cross-cultural environment are essential for success in this role. Candidates must also have an intermediate level of English proficiency or higher, along with fluency in Ukrainian.

Educational Background:
While the job posting does not specify particular educational qualifications, it is generally expected that candidates have a relevant educational background that supports their experience in administration or supply chain management. This could include degrees or certifications in business administration, management, or related fields, which would provide a solid foundation for the responsibilities outlined in the job description.

Experience:
Candidates should have at least 1 year of relevant working experience in administration, supply chain, or a related field. Experience in the NGO sector is preferred, as it provides valuable insights into the unique challenges and requirements of working in humanitarian contexts. The role requires a proactive approach and the ability to manage multiple tasks efficiently, making prior experience in similar environments highly beneficial.

Languages:
Fluency in Ukrainian is mandatory for this position, as it is essential for effective communication within the local context. Additionally, candidates must possess an intermediate level of English proficiency or higher, which is necessary for collaboration with international staff and for understanding organizational policies and documentation. Knowledge of other languages may be considered an asset but is not explicitly required for this role.

Additional Notes:
The position offers a contract length of 3 months, which is renewable after a satisfactory probation period. The role is classified at Level I – Non-Manager, indicating that it is an entry-level position within the organization. The designated duty station for this role is Mykolaiv, and it is a full-time position. The start date for the successful candidate is as soon as possible. Applicants are required to submit a cover letter and an updated CV in English, with the application process specifying that applications sent via email will not be considered. The closing date for applications is set for 17th May 2026.