Administration Coordinator

Save the Children International

Save the Children International is a leading global humanitarian organization that has been protecting childrens rights worldwide for over 100 years. We operate in more than 100 countries responding to emergencies implementing innovative development programs and advocating for childrens rights on a global scale.

Our work in Ukraine began in 2014. Since then we have significantly expanded our presence providing support to children and families affected by war. Our key areas of focus include education child protection food security social support and advocacy to drive lasting change in childrens lives.

ROLE PURPOSE:

The Administration Coordinator is responsible for coordinating the delivery of efficient compliant and staff-focused administration and workplace services across the Ukraine Country Office and providing technical support to field offices as required.

The role leads the administration team and oversees facilities management travel and visa support workplace services lease administration vendor management and administrative compliance. The position plays an important role in ensuring staff have access to safe functional and supportive working environments that enable programme delivery and uphold Save the Childrens duty of care commitments.

KEY AREAS OF ACCOUNTABILITY:

1. Administration Team Management

Supervise and support administration staff to ensure efficient service delivery.

Coordinate workloads priorities and performance within the administration team.

Provide technical guidance and support to administration colleagues in field offices.

Promote consistent administrative practices across all locations.

2. Facilities & Workplace Services

Coordinate management and maintenance of offices staff accommodation and workplace facilities.

Ensure offices provide safe healthy and productive working environments for staff and visitors.

Monitor facility-related issues and ensure timely resolution.

Support workplace improvements that enhance operational efficiency and staff experience.

Ensure compliance with organizational standards and relevant local regulations

3. Travel Visa & Staff Mobility Support

Oversee travel and visa support for staff deployments and visitors.

Ensure timely processing of travel documentation permits accommodation and transportation arrangements.

Support cross-border staff movement and emergency travel requirements.

Monitor service quality and identify opportunities for process improvements.

4. Vendor Lease & Administrative Compliance Management

Collaborate with Supply Chain on lease agreements renewals and office accommodation matters.

Coordinate administrative vendors and service providers to ensure quality and cost-effective service delivery.

Ensure licenses permits insurance and administrative records are maintained and renewed as required.

Support compliance with organizational policies and legal requirements.

Develop maintain and periodically review administrative policies procedures guidelines and service standards to ensure efficient consistent and user-friendly administration processes across all offices.

Ensure administration procedures and guidance are clearly communicated and accessible to employees.

Identify process gaps and implement practical solutions to improve efficiency compliance and employee experience.

5. Workplace Health Safety & Duty of Care

Coordinate with Safety and Security teams to ensure compliance with workplace health and safety requirements.

Support implementation of office safety measures and workplace standards.

Ensure administrative services contribute to staff wellbeing safety and operational effectiveness.

Support staff and visitors through appropriate travel accommodation and workplace arrangements.

6. Business Continuity & Emergency Support

Support business continuity arrangements related to administration and workplace services.

Ensure administrative preparedness and continuity of office operations during emergencies.

Coordinate administrative support required for emergency response activities.

7. Financial Administration Reporting & Continuous Improvement

Collaborate with Finance on administrative budgets forecasts and expenditure monitoring.

Ensure administrative reports trackers and records are maintained accurately and on time.

Monitor the quality and effectiveness of administrative services.

Recommend and implement practical improvements to enhance efficiency service quality and user experience.

Promote environmentally responsible workplace practices and support implementation of Green Office initiatives including efficient use of resources waste reduction and sustainable workplace practices.

Identify opportunities to improve operational efficiency and reduce the environmental footprint of office operations where feasible.

General:

Comply with Save the Children policies and practice with respect to safeguarding code of conduct health and safety equal opportunities and other relevant policies and procedures.

COMPETENCIES FOR THIS ROLE:

1. Delivering Results

Takes personal responsibility and holds others accountable for delivering our ambitious goals for children continually improving own performance or that of the team/ organization.

2. Applying Technical and Professional Expertise

Applies the required technical and professional expertise to the highest standards; promotes and shares best practice within and outside the organization.

3. Working Effectively with Others

Works collaboratively to achieve shared goals and thrives on diversity of people and perspectives. Knows when to lead and when to follow and how to ensure effective cross-boundary working.

4. Communicating with Impact

Communicates clearly and confidently with others to engage and influence; promotes dialogue and ensures timely and appropriate messages building confidence and trust.

QUALIFICATIONS AND EXPERIENCE

Bachelors degree in Business Administration Management Operations Public Administration or related field.

Significant experience in administration office management facilities management workplace services or operational support functions.

Experience supervising or coordinating administration or support services staff.

Experience working within NGO INGO UN humanitarian or development organizations.

Strong understanding of office administration procedures facilities management principles and workplace support services.

Experience coordinating vendors service contracts and administrative budgets.

Experience supporting multiple office locations and field-based operations.

Sound understanding of workplace health and safety requirements.

Strong organizational planning coordination and problem-solving skills.

Strong interpersonal and stakeholder management skills.

Excellent written and spoken English and Ukrainian.

Advanced Microsoft Office skills.

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Save the Children is committed to create a truly inclusive effective and representative organizational culture encouraging equity and diversity among its employees and eliminating discrimination. Having a diverse profile of employees different age groups backgrounds cultures gender identities and expressions sexual orientation etc. including a range of different experiences and capabilities helps us understand represent and serve children better. Therefore all qualified applicants will receive equal consideration for employment without regard to race religion gender gender identity or expression sexual orientation disability or age.

Child Safeguarding Policy:

We are committed to ensuring childrens safety. Our recruitment process includes strict background checks and reflects our commitment to protecting children from harm.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI Safeguarding Code of Conduct and other policies.

Health and Safety:

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

Application Information:

If you are interested in this position please submit your CV and cover letter in English and include details of your salary expectation and English proficiency.

We need to keep children and their families safe so our selection process which includes rigorous background checks reflects our commitment to the safeguarding of children from abuse.

Disclaimer:

Please be cautious of individuals who may misuse the Save the Children name to solicit fees from job seekers. We do not engage third parties or agencies to recruit candidates. If someone contacts you promising recruitment or placement at Save the Children for a fee please do not proceed.

Only shortlisted candidates will be contacted.

Save the Children does not charge a fee at any stage of the recruitment process.