Administration Officer

Job Posting Organization:
ACAPS is dedicated to helping humanitarians make better decisions by putting evidence at the heart of decision-making. Established to support humanitarian operations, ACAPS collaborates with various partners across the humanitarian sector and beyond. The organization aims to provide independent analysis, deploy experts for assessments, innovate data collection methods, and develop the capacity of humanitarian actors. ACAPS Ukraine Analysis Hub has been operational since March 2022, monitoring the conflict in Ukraine and producing high-quality analytical products to inform humanitarian responses. The organization is transitioning to an independent entity registered in The Hague, Netherlands, with the transition expected to be completed by December 2025.

Job Overview:
The Administration Officer will oversee administrative processes within the ACAPS Ukraine Analysis Hub, working under the supervision of the Project Manager and in collaboration with the NRC. This role involves managing the distribution and filing of key documents, tracking expenses and accounting, and providing support for travel, events, and workshops. The officer will ensure compliance with necessary procedures and policies while performing general office management and administration support. The position requires individuals with excellent attention to detail and organizational skills, capable of working both in-person and remotely with a diverse team across multiple locations. Strong communication skills and the ability to collaborate effectively are essential for success in this role.

Duties and Responsibilities:
The Administration Officer will be responsible for coordinating the procurement process within the Ukraine Analysis Hub, ensuring all documents are signed and deliverables are completed. They will track hub expenses and provide technical support for administrative tools and policies. The officer will coordinate the Ukraine team's absences and follow up on annual leaves, ensuring consistency across different HR platforms. Responsibilities also include organizing travel, workshops, and events in collaboration with the team, liaising with NRC on hosting management and reimbursement issues, maintaining an internal asset register, and ensuring proper filing of all support documents. Additionally, the officer will support the Finance unit with tasks such as timesheets and invoice reminders, assist with administration tasks related to ACAPS' transition, and perform any other tasks required by the Line Manager.

Required Qualifications:
Candidates must possess a university degree or vocational training in a relevant field such as administration, finance, management, business, law, or accounting. A minimum of 2 years of relevant professional experience in administration or finance is required, with experience in the humanitarian sector being highly desirable. Strong document drafting skills, the ability to prioritize tasks effectively, and the capability to work within a multi-cultural environment are essential. Problem-solving skills and a results-oriented approach are also important for this role.

Educational Background:
The position requires a university degree or vocational training in a relevant field, which may include administration, finance, management, business, law, or accounting. This educational background is crucial for understanding the complexities of administrative processes and financial management within the humanitarian context.

Experience:
The Administration Officer should have a minimum of 2 years of relevant professional experience in administration or finance. Experience within the humanitarian sector is highly desirable, as it provides valuable insights into the unique challenges and requirements of working in this field. Candidates should demonstrate a solid understanding of administrative processes and financial management.

Languages:
Fluent written and oral communication skills in both English and Ukrainian are mandatory for this position. Proficiency in these languages is essential for effective communication within the team and with external stakeholders. Additional language skills may be considered an asset but are not required.

Additional Notes:
This position is a full-time national contract with a duration of 100%, starting as soon as possible and lasting until March 31, 2026, with the possibility of extension depending on funding. The role requires at least 2 days per week of in-office work in Kyiv, with potential travel as needed. ACAPS is committed to diversity and is an equal opportunities employer, welcoming applicants without distinction to age, gender, religion, ethnicity, nationality, or physical ability.