Administration Coordinator, ACAPS Ukraine Analysis Hub (UAH)

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. The Ukraine Analysis Hub (UAH) has been operational since March 2022, focusing on the humanitarian situation in Ukraine and delivering high-quality analytical products, including reports and training for humanitarian responders. The organization operates with a small team of analysts and support staff, emphasizing context-driven analysis and support for INGOs and Ukrainian Civil Society Organizations (CSOs).

Job Overview:
The Administration Coordinator will play a crucial role in overseeing and enhancing all administrative, procurement, and operational processes within the Ukraine Analysis Hub. This position is vital for ensuring the smooth day-to-day functioning of the team, particularly following the hub's restructuring. The coordinator will focus on procurement and contracting for external events and services, operational planning and coordination of trainings and workshops, and budget tracking in collaboration with finance functions. The role is designed to enable the analysis team to concentrate on delivering high-quality analytical outputs and capacity-building activities, thereby enhancing the overall effectiveness of the hub's operations.

Duties and Responsibilities:
The Administration Coordinator will be responsible for leading and managing the full procurement cycle for goods and services related to trainings, workshops, and events, including managing contracts and ensuring compliance with NRC and ACAPS procedures. They will coordinate the planning and execution of all hub events, ensuring logistical elements are well-organized and meet operational standards. The coordinator will work closely with the Finance Officer to track the hub's budget, ensuring all costs are accurately reflected and discrepancies flagged. Additionally, they will oversee administrative systems, maintain documentation, and coordinate travel arrangements for staff, ensuring compliance with security" style="border-bottom: 1px dotted #007bff !important;">security and procurement procedures. The role also involves liaising with NRC and ACAPS support functions to ensure consistency in administrative and financial processes.

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 three years of relevant professional experience in administration, finance, logistics, or procurement is required, with experience in the humanitarian sector being highly desirable. Strong experience in managing procurement processes and vendor coordination, as well as supporting events, trainings, or workshops, is essential. Candidates should demonstrate strong financial and budgeting awareness, excellent organizational and planning skills, high attention to detail, and the ability to meet deadlines. The ability to work effectively in a multicultural environment and possess problem-solving skills with a results-oriented approach is also necessary.

Educational Background:
The position requires a university degree or vocational training in a relevant field such as administration, finance, management, business, law, or accounting. This educational background is essential to ensure that the candidate has the foundational knowledge necessary to perform the duties associated with the role effectively.

Experience:
The ideal candidate should have a minimum of three years of relevant professional experience in administration, finance, logistics, or procurement. Experience in the humanitarian sector is highly desirable, as it provides context and understanding of the unique challenges faced in this field. Candidates should also have strong experience managing procurement processes and vendor coordination, as well as experience supporting events, trainings, or workshops.

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

Additional Notes:
This position is a full-time role with a national contract, requiring at least two days a week of in-office work in Kyiv. The contract duration is from April 1, 2026, until September 30, 2026, with the possibility of extension depending on funding availability. The monthly gross salary for this position is UAH 84,28

• The role may involve occasional travel, and the coordinator will be expected to ensure compliance with ACAPS and NRC/NORCAP security and procurement procedures. The organization values diversity and is committed to equal opportunities without distinction to age, gender, religion, ethnicity, nationality, or physical ability.