Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations.

DRC has been operating in Ukraine since 2014, currently DRC employs over 700 staff in Ukraine and will continue significant scale-up in 2024 to implement emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

DRC is currently looking for a HMA Officer in Kyiv.

About the job

You will be support the Humanitarian Disarmament and Peacebuilding (HDP) sector with with a range of programme support tasks, including writing and translating official letters, support with drafting communications materials and ensuring HDP staff submit DRC forms on time and in line with DRC processes under the technical supervision of the HMA Programme Specialist. The role may require some travel to field locations (e.g. Chernihiv, Sumy, Kharkiv, Dnipro, Mykolaiv).

Your main duties and responsibilities will be:

HDP Program support

• Support the HDP Specialist with monitoring of Mine Action Center permissions for mine action activities and liaise with HDP staff for timely renewal of permissions;
• Support the HDP Specialist with the administrative requirements for obtaining/ renewing mine action certifications;
• Support the HDP Specialist and HDP teams with monitoring visits from the mine action accreditation body;
• Under the technical supervision of the HMA Programme Specialist, draft letters in Ukrainian, Russian or English, on behalf of the HDP Programme Manager or the Head of HDP and file all formal communications;
• Work with the HDP Programme Manager, HDP Specialists, HDP field teams and any other relevant HDP staff (e.g. at HQ and regional level) to collate reporting information and produce high quality, timely reports for donors, partners, and government in line with reporting requirements;
• Attend internal and external HDP meetings, as requested by the Head of HDP and HDP Programme Manager and support with note-taking and dissemination of meeting notes;
• Support the Head of HDP and HDP Programme Manager with translating sector materials and interpretation during in-country meetings, as necessary;
• Assist in arranging meetings for the HDP team;
• Ensure timely collection and proper maintenance of HDP certificates with the internal QM team;
• Ensure timely collection and proper maintenance of the HDP filing system with external HMA-related parties both governmental and non-governmental;
• Perform sustained and excellent communication and cooperation with partner government and civil society organisations as well as external stakeholders;
• Liaise with the DRC partnership unit regarding the management of HMA partner organizations as required;
• Provide any other HDP program support tasks, as required, under the technical supervision of the HDP Specialist.

Logistics support to the HDP team

• Handle logistics and travel arrangements and provide assistance to HDP staff with the preparation of purchase requests (PRs), order requests (ORs), for the HDP sector;
• Handle logistics and admin tasks ensuring efficient and effective implementation of activities like trainings for partners from the governmental and civil society sectors while following the work plan and monitoring budget;
• Prepare documents on the training activities (e.g. Orders, Cost Sheets, Attendance sheets, Reports) according to Ukrainian accountancy including its checking with the DRC accountant & collecting all the necessary signatures on original papers;
• Initiate procurements (of e.g. mine action equipment to be donated to partners) and ensure their execution as well as the handover to beneficiaries in line with DRC regulations and Ukrainian legislation.

Key Deliverables

• Formal letters in Ukrainian or English to enable formal communications between the HDP sector and key stakeholders in Ukraine;
• Note-taking and dissemination of meeting notes and agendas;
• Coordination of meetings, trainings and events;
• Filling in key DRC official documentation to support DRC HDP operations.

About you

To be successful in this role we expect you to minimum 2 years of practical experience in an admin/logistics role. Moreover, we also expect the following:

Required

• University degree in project management, business administration, or similar professional qualification;
• Excellent skills in MS Word, Excel, and PowerPoint;
• Advanced written skills in English and Ukrainian;
• Time management and organizational skills;
• Full professional proficiency in English;
• Fluency in Ukrainian.

Desirables

• Knowledge of the Mine Action sector in Ukraine;
• Experience in humanitarian NGO;
• Knowledge of Ukrainian national legislation and accountancy.

In this position, you are expected to demonstrate DRC’ five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer

• Contract length:open-ended contract after 3-months probation period;
• Band: H non-management;
• Designation of Duty Station: Kyiv (30% travel);
• Start date: September.

Application process

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English.

Applications sent by email will not be considered.

Closing date for applications: 8th September, 2024.