Administration Coordinator, ACAPS Ukraine Analysis Hub (Internal Candidates Only)

Position: Administration Coordinator ACAPS Ukraine Analysis Hub (UAH)

Reportsto: UAH Team Leader or Project Manager

Supervision of: N/A

Budget responsibility: N/A

Duty Station: Kyiv at least 2 days/week working from the office

Travel: Occasional travel

Duration& contract type: 100% national contract

Monthly gross salary: UAH 84282

Starting date: 01.04.2026 until 30.09.2026 (with the possibility of extensiondepending on funding)

About ACAPS

ACAPSis dedicated to helping humanitarians make better decisions. We want to put evidence at the heart of decision-making. To achieve this we collaborate with a variety of partners across the humanitarian sector and beyond. We strive to be an evolving platform providing:

• 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 since March 2022. Since its inception the UAH has delivered a comprehensive set of analytical products including in-depth analytical reports and datasets scenario-planning workshops as well as trainings to Ukrainian humanitarian responders.

Today we are a small team of analysts and support staff working from within the country to provide context-driven locally informed analysis and support to INGOs and Ukrainian Civil Society Organisations (CSOs).

Purpose of the position

The Administration Coordinator will oversee and strengthen all administrative procurement and operational processes within the Ukraine Analysis Hub ensuring smooth day-to-day functioning of the team following the hubs restructuring.

The role has a particular focus on:

• Procurement and contracting for all external events and services

• Operational planning and coordination of trainings workshops and events

• Budget tracking and coordination with finance functions

The post holder will ensure that all administrative and procurement processes are efficient compliant and proactively managed enabling the analysis team to focus on delivering high-quality analytical outputs and capacity-building activities.

Role and responsibilities

Procurement and Contracting

• Lead and manage the full procurement cycle for goods and services related to:

  • Trainings workshops and events

  • UAH consultants

  • Translation and interpretation services

  • Venues catering and logistics providers

• Ensure all procurement processes are compliant with NRC and ACAPS procedures

• Serve as the primary focal point for suppliers and service providers

• Prepare and manage contracts ensuring all documentation is complete and filed correctly

• Provide clear guidance to team members on procurement processes and requirements

• Anticipate procurement needs and timelines to avoid delays in delivery

Event and Operational Coordination

• Lead the planning and coordination of all hub events including:

  • Capacity-building trainings

  • Scenario-building workshops

  • External engagement events (e.g. Dialogue sessions)

• Ensure all logistical elements are planned in advance including:

  • Venue selection and setup

  • Participant management

  • Interpretation and technical setup

  • Catering and service providers

• Develop and manage event workplans and timelines proactively

• Ensure events are delivered smoothly and meet operational and quality standards

• Identify and mitigate risks in advance (logistical operational safety-related)

Budget Tracking and Financial Coordination

• Work closely with the Finance Officer to ensure:

  • The hubs budget is accurately tracked and regularly updated

  • All procurement and event costs are reflected in budget forecasts

• Support budget planning by providing:

  • Cost estimates for events and activities

  • Procurement projections

• Track expenditures against planned budgets and flag any discrepancies

• Support donor compliance by ensuring proper financial documentation is maintained

Administrative Coordination and Systems

• Oversee and improve administrative systems and processes within the hub and ensure that the hubs SharePoint filing system is well maintained and up to date

• Ensure all administrative documentation is complete filed correctly and easily accessible

• Maintain asset register and ensure proper tracking of equipment

• Coordinate team absences and ensure consistency across HR systems

• Act as primary focal point for office management within the UAH and ensure the office environment is well-maintained organised and functional to support effective team operations

• Liaise with NRC and ACAPS support functions on: HR Finance Operations and Procurement

Travel and Logistics

• Coordinate travel arrangements (flights accommodation insurance visas if required)

• Ensure compliance with ACAPS and NRC/NORCAP security and procurement procedures

• Provide logistical support for staff travel related to trainings and events

Any other tasks required by the Line Manager or UAH Team Leader.

Critical interfaces

The Administration Coordinator will work closely with the UAH Team Leader Project Manager and Senior Analysts as well as ACAPS Finance Officer and other global support teams and NRC Ukraine support functions. The Coordinator will ensure consistency between ACAPS and NRC administrative and financial processes.

Generic competencies

• University degree or vocational training in a relevant field (administration finance management business law accounting).

• Minimum 3 years relevant professional experience in administration finance logistics or procurement. Experience in the humanitarian sector is highly desirable.

• Strong experience managing procurement processes and vendor coordination

• Experience supporting events trainings or workshops

• Strong financial and budgeting awareness

• Excellent organisational and planning skills

• High attention to detail and ability to meet deadlines

• Ability to effectively work within a multicultural 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.

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.