Administration Officer ACAPS Ukraine Kyiv
Administration Officer ACAPS Ukraine Kyiv
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Job Description
Position:Administration Officer
Reportsto: Ukraine Analysis Hub Project Manager
Supervision of: N/A
Budget responsibility:N/A
Duty Station: Kyiv at least 2 days/week working from the office
Travel: Possible
Duration& contract type: 100% national contract
Starting date: ASAP until 31.03.2026 (with the possibility of extension depending on funding)
About ACAPS
- Independent analysis to support evidence-based decision making for humanitarian operations.
- Deployment of experts to support assessments and analysis in crisis.
- Innovative approaches to collect more reliable and timely data and conduct rigorous analysis
- Capacity development of humanitarian actors to carry out better needs assessments and analysis.
Ukraine Analysis Hub
ACAPS Ukraine Analysis Hub (UAH) has been monitoring the conflict in Ukraine and producing timely independent and high-quality analytical products on the humanitarian situation in Ukraine and the region since March 2022. Since its inception the UAH has delivered a comprehensive set of analytical products including in-depth analytical reports and datasets.
Purpose of the position
The Admin Officer will be responsible for overseeingadministrative processes in the ACAPS Ukraine Analysis Hub under the supervision of the Project Manager the Team Leader and in collaboration with NRC. This will include distribution and filing of key documents follow ups on expenses and accounting as well as support in planning and booking travel events workshops etc. This person will ensure compliance with necessary procedures and policies and perform general office management and administration support.
This position seeks people with excellent attention to detail and organisation skills able to work both in person and remotely with diverse team located across multiple locations. This person will have excellent communication skills and ability to work effectively in a collaborative manner.
Critical interfaces
The Administration Officer will work closely with Project Manager and the ACAPS Support Unit to ensureconsistency between ACAPS and NRC administrative and financial processes. The Admin Officer will collaborate with all members of the Hub and NRC Administrative Unit.
Why Join Us
- Innovative and Dynamic Environment: Be part of an organization that is shaping the future of the humanitarian data landscape with innovative solutions in a supportive and dynamic workplace.
- Collaborative Culture: Work with a diverse team of talented professionals who are passionate about making a difference.
- Impact: Contribute to meaningful projects that have a real impact on humanitarian responses and populations affected by crises.
Responsibilities
Role and responsibilities
Administrative Support
- Coordinate the procurement process within the Ukraine Analysis Hub and ensure all the documents are signed and deliverables concluded.
- Hub expenses tracking
- Responsible for the technical support of the administrative tools and policy.
- Coordinate Ukraine teams absences and follow ups on annual and ensure consistency between different HR platforms.
- Organise travel workshops and events in collaboration with the team.
- Ensure and follow up all administrative procedures of NRC.
- Liaise with NRC on issues related to hosting management and reimbursement of costs.
- Coordination of an internal asset register asset focal point.
- Ensure proper filing of all support documents
- Support the Finance unit as required (timesheets invoice reminders etc)
- Support with administration tasks related to ACAPS transition such as contract transfers subscriptions cancellations
- Any other tasks required by the Line Manager.
Qualifications
Competencies
Generic competencies
- University degree or vocational training in a relevant field (administration finance management business law accounting).
- Minimum 2 years relevant professional experience in administration or finance. Experience in humanitarian sector is highly desirable.
- Good document drafting skills.
- Priority management of tasks
- Ability to effectively work within a multi-cultural environment.
- Problem solving skills results oriented approach.
- Fluent written and oral communication skills in English and Ukrainian.
- Proficient knowledge of standard ICT office support tools including spreadsheets word-processing and presentation software.
Context related skills knowledge and experience:
- Demonstrated numeracy skills and excellent attention to detail.
- Solid knowledge and use of Excel.
Behavioural Competencies:
- Ability to work independently.
- Planning and delivering results
- Communicating with respect and tactfulness
- Initiating action
- Attention to detail and organization.
- Adapting and responding to change
- Result-oriented and problem solving
Operate in line with the ACAPS values
ACAPS is a dynamic and independent organisation. We share and strive to maintain the values of agency candour integrity diversity evolution ambition and collaboration in everything we do. The post holder is expected to develop the position in line with these values. The ACAPS values live in the way we manage our teams create our content and engage with stakeholders. We are an equal opportunities employer. We are committed to diversity without distinction to age gender religion ethnicity nationality and physical ability.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
