Assistant

Job Posting Organization:
The Norwegian Refugee Council (NRC) is a humanitarian organization established in 1946, dedicated to helping people affected by displacement. With a mission to protect the rights of displaced individuals and provide assistance in various forms, NRC operates in multiple countries around the world, focusing on areas such as education, shelter, and legal assistance. The organization is known for its commitment to core values including dedication, innovation, inclusivity, and accountability, which guide its actions and relationships with both employees and beneficiaries. NRC employs thousands of staff globally, working tirelessly to address the needs of vulnerable populations in crisis situations.

Job Overview:
The Assistant position at NRC is designed to support the day-to-day implementation of various administrative and logistical functions within the organization. The role is crucial for ensuring that the support functions operate smoothly and efficiently, contributing to the overall effectiveness of NRC's mission in Ukraine. The Assistant will be responsible for a range of tasks that include preparing status reports, managing office supplies, and facilitating the organization of workshops and training sessions. This position requires a proactive individual who can handle multiple responsibilities while adhering to NRC's policies and guidelines. The Assistant will also play a key role in maintaining the office environment and ensuring that all administrative activities are documented and organized effectively.

Duties and Responsibilities:
The Assistant will have a comprehensive set of duties and responsibilities that include: adhering to NRC policies, tools, handbooks, and guidelines; assisting with the implementation of support functions; preparing and developing status reports as required by the supervisor; ensuring proper filing of documents; promoting and sharing ideas for improvement of the support function; ensuring smooth office administration; making arrangements for hotel accommodations for visitors and NRC staff; providing administrative and logistical support for workshops, trainings, and seminars; purchasing travel tickets for staff; assisting with business trip documentation; managing staff timesheets; assessing and preparing requests for office supplies and other necessary items; keeping records of office supplies and producing monthly stock reports; receiving and distributing incoming deliveries; managing the NRC guest house and office operations; facilitating maintenance and repair of office premises and equipment; assisting in filing and maintaining an updated database of administrative activities; managing field office lease agreements and contracts; and reporting on the cleanliness and service efficiency of cleaning services at the office. The Assistant will also be expected to fulfill any other related duties as instructed by the supervisor.

Required Qualifications:
To be considered for the Assistant position, candidates must possess a BA Degree in Management or a related field of study. Additionally, a minimum of 1 year of experience working as an Admin Assistant is required. Candidates should have strong computer skills, particularly in common Microsoft Windows and Office applications. Excellent organizational and planning skills are essential, along with a basic knowledge of accounting principles. Fluency in reading, listening, and speaking in Ukrainian is mandatory, while knowledge of English will be considered an advantage. Candidates should also demonstrate the ability to work under pressure, meet deadlines, and possess excellent interpersonal skills.

Educational Background:
Candidates applying for the Assistant position must have a BA Degree in Management or a related field. This educational background is crucial as it provides the foundational knowledge and skills necessary for effective performance in administrative roles. The degree should ideally cover topics related to management principles, organizational behavior, and basic accounting, which are relevant to the responsibilities of the position.

Experience:
The position requires candidates to have a minimum of 1 year of experience working as an Admin Assistant. This experience should ideally include exposure to administrative tasks, logistical support, and office management. Candidates should demonstrate a proven ability to handle a challenging workload and work independently while being proactive in their approach to tasks. Experience in a humanitarian or non-profit organization is a plus, as it provides insight into the unique challenges faced in such environments.

Languages:
Fluency in Ukrainian is mandatory for this position, as the Assistant will be required to communicate effectively with local staff and stakeholders. Knowledge of English is considered an advantage, as it may facilitate communication with international staff and partners. Proficiency in both languages will enhance the candidate's ability to perform effectively in the role and contribute to the organization's mission.

Additional Notes:
This position is open to candidates who have the legal right to work in Ukraine. NRC is unable to provide work permits or visa sponsorships for this position. The role is likely to be full-time, and candidates should be prepared to work in a dynamic and sometimes challenging environment. The Assistant will be expected to embody NRC's core values of dedication, innovation, inclusivity, and accountability in their daily work.