Overview
The Administration Officer will manage internal and external visitors, assist with expatriate staff travel, and oversee meetings and office space at the Kyiv office.
Key Responsibilities
- Responsible for facility management for offices and guesthouses, including communication with landlords, verifying invoices, and submitting payment requests.
- Address facility issues with landlords and follow up on repairs.
- Identify repair needs, raise purchase requests, and liaise with procurement.
- Support and manage space allocations for staff.
- Receive, register, advise, direct, and monitor visitors.
- Responsible for petty cash management for office supply and travel costs.
- Consolidate office supply needs and raise purchase requests.
- Identify furniture needs and raise purchase requests.
- Manage office and guesthouse cleaners.
- Organize seating space for visiting staff and conduct office tours.
- Plan and communicate seating arrangements for new staff.
- Manage internal and external meetings, including booking venues and ensuring equipment is available.
- Support HR for teambuilding events.
- Prepare market surveys for hotel accommodation.
- Arrange local and crossing travel, including hotel reservations.
- Verify and submit hotel invoices for payment.
- Prepare travel orders for national staff and train bookings for expatriates.
- Support the Operations Administrative Manager with other tasks.
Required Experience
At least 2 years’ experience of a similar role or equivalent in humanitarian or development programs. Previous experience handling different stakeholders and/or coordinating activities is desirable. Previous experience in emergency preparedness and response preferred.
Qualifications
Diploma or degree in Administration, Finance or related degree.
