Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 191-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services.

IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

The Danish Red Cross Country Office in Ukraine has supported the Ukrainian Red Cross Society in country since 2014 and have significantly scaled up its support following the intensification of hostilities after the 24^th of February 2022. DRC in Ukraine focuses its support to URCS within Disaster Management, Humanitarian Relief, Disaster Risk Reduction and Management, Health, Mental Health and Psychosocial Support, National Society Development (including branch development and volunteer management), youth and livelihood.

Job Purpose

The primary role of the Administration and Program Support Officer is to support in all administrative and program-related tasks. The appointee will be expected to provide administrative support to the AuRC delegation in Ukraine, as well as other tasks in support of programmatic activities.

Job Duties and Responsibilities

Administration Office:(60%)

• Provide efficient and timely administrative support to the AutRC delegation.
• Prepare and review administrative procedures and guidelines and promote adherence to them, ensures administrative lists (e.g., contact lists) are in place and regularly updated.
• Ensures stocking of office equipment
• Handle office assets including keeping an accurate inventory database, conduct quarterly stocktake and verify that office equipment inventories are well maintained.
• Work with security focal point to enhance security in the premises.

Procurement:

• Conduct the procurement for the office: prepare or receive purchase requests, requests for quotation to suppliers, comparative bid analysis, purchase orders, in compliance with AutRC procedures.
• Conduct, where necessary and feasible, procurement of required items first-hand and in person (Kyiv city only)
• Issue or renew service agreements with suppliers: office/houses/car lease agreements, office/vehicle/assets insurance contracts, service agreements with travel agents, designers, printing companies, etc.

Transportation and travel arrangements:

• Book travel tickets or contract transportation services for staff as required.
• Book hotels or accommodation as required.
• Support visits from AutRC HQ or other visitors to Ukraine.

Workshops and meetings:

• Support the organization of regional meetings, events or workshops upon request: identify venue, liaise with hotel, organise transportation, accommodation, share welcome pack, purchase stationeries, monitor budget, etc.

Programme Support (40%)

• Managing workshops and trainings in coordination with Finance Manager and Programme Coordinator.
• Support the organization of staff meetings including taking and distributing minutes of meetings.
• Programme-related correspondence with partners, upon specific requests
• Organize filing of incoming reports and statistics and support in ensuring completeness
• Support the Project Managers and Programme Coordinator with project management tasks as needed

Other tasks

• Willingness to join on business travels inside of Ukraine
• Support with translation of documents and during meetings/business trips
• Support with fleet management, in collaboration with the delegation fleet management focal point
• Supports if requested, other team members in assigned tasks
• Additional duties as assigned by the Line Manager.

Job Duties and Responsibilities (continued)

Duties applicable to all staff
‎1.‎ Actively work towards the achievement of the Federation Secretariat’s goals ‎
‎2.‎ Abide by and work in accordance with the Red Cross and Red Crescent principles
‎3.‎ Perform any other work-related duties and responsibilities that may be assigned by the line manager.

Education

Secondary education. Good knowledge and experience in office support activities.

Experience

Required:

• 3-5 years relevant working experience in administration.
• Ability to pay attention to details and to work in a diverse international team.

Preferred:

• Experience supporting project related tasks (e.g. Red Cross, NGOs, etc.) is a strong asset.
• Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment.

Knowledge, Skills and Languages

• Very good Office software skills (in particular Excel).
• Ability to pay attention to details and to work in a diverse international team.
• Strong communication skills.
• Computer Literate.
• Ability to work under pressure and to deadlines.
• Flexibility.
• Accuracy and fine attention to detail.
• Drivers license (B).
• Fluent spoken and written Ukrainian.
• Good spoken and written English.

Competencies, Values and Comments

CORE COMPETENCIES: Communications, Collaboration & Teamwork, Judgement & Decision, National Society & Customer Relations, Creativity & Innovation, Building Trust

VALUES: Respect for Diversity, Integrity, Professionalism, Accountability.