Administration Assistant

Job Posting Organization:
The Danish Refugee Council (DRC) is a prominent protection agency dedicated to safeguarding, advocating for, and promoting sustainable solutions for populations affected by displacement. Established in 1956, DRC has a long-standing history of providing humanitarian assistance and protection to those in need. With a workforce of over 800 employees in Ukraine alone, DRC has been operational in the country since 2014, focusing on emergency response across various sectors including Protection, Livelihoods, Shelter/NFIs, and Humanitarian Disarmament and Peacebuilding. The organization employs a multifaceted approach that includes direct interventions, support to duty bearers, and partnerships with civil society organizations (CSOs) to adapt its durable solutions portfolio to the evolving context of displacement.

Job Overview:
The Administration Assistant plays a crucial role in ensuring the smooth daily operations of the office and the effective implementation of DRC programs in the North region, specifically from the Sumy office. This position reports directly to the Administration Team Leader and collaborates closely with both the support team and program staff. The primary expectation from the Administration Assistant is to ensure that all administrative tasks are completed in a timely manner, providing essential support to various teams within the organization. The role encompasses a variety of administrative functions, including travel arrangements, accommodation bookings, and assisting with the necessary documentation for international staff. The Administration Assistant is expected to be proactive in addressing the needs of the office and ensuring that all administrative processes are efficient and effective.

Duties and Responsibilities:
The Administration Assistant will be responsible for a comprehensive set of duties that include but are not limited to: providing administrative support to employees regarding travel arrangements, ticket and accommodation bookings, and ensuring proper reporting; assisting the Administrative and Facilities Manager and the Regional Manager with both administrative and program-related tasks; supporting the process of obtaining residence permits and accommodation for international staff; searching for apartments and guest accommodations, managing documentation and contracts related to rentals, and preparing agreements with landlords; overseeing guest accommodations, including check-in and stay arrangements; managing office operations by collecting requests for purchasing consumables, keys, SIM cards, ID cards, and other supplies; communicating with suppliers and collecting invoices and supporting documents; providing oral and written translation services as needed in Ukrainian, English, and Russian; and performing other administrative tasks that contribute to the overall functioning of the office and its departments.

Required Qualifications:
To qualify for the position of Administration Assistant, candidates must possess a university degree, specifically a Bachelor's degree in public administration, procurement, or a related field. Additionally, candidates should demonstrate computer literacy, being a confident user of MS Word, Excel, PowerPoint, and Outlook. Cultural sensitivity and the ability to work effectively in a cross-cultural environment are essential. Candidates must also exhibit strong organizational and time management skills, with the ability to prioritize tasks effectively. Personal attributes such as discipline, punctuality, responsibility in decision-making, honesty, and sociability are highly valued in this role.

Educational Background:
The educational background required for the Administration Assistant position includes a university degree, specifically a Bachelor's degree in public administration, procurement, or a related field. This educational foundation is critical for understanding the administrative processes and responsibilities associated with the role.

Experience:
Candidates are expected to have a minimum of 1 year of working experience in Administration, Supply Chain, or any other relevant field. Experience in a non-governmental organization (NGO) will be considered an advantage, as it provides valuable insights into the unique challenges and requirements of working in a humanitarian context.

Languages:
Fluency in Ukrainian is mandatory for this position, as it is essential for effective communication within the office and with local stakeholders. Additionally, advanced proficiency in English is desirable, as it will facilitate communication with international staff and partners. Knowledge of Russian is also beneficial, given the linguistic diversity in the region.

Additional Notes:
The position offers a contract length that includes a probation period of 3 months, with the possibility of extension based on performance and the availability of funding. The role is classified as Band І, which is a non-management position. The designated duty station for this role is Sumy, and the start date is as soon as possible. Salary and conditions will be in accordance with the Danish Refugee Council’s Terms of Employment for national staff. Applicants are required to upload a cover letter and an updated CV (not exceeding four pages) in English, and applications sent via email will not be considered. The closing date for applications is set for December 8th, 2025.