Job Description

The purpose of this position is to support the day-to-day implementation of the ICLA project delivered by NRC in Northern Ukraine. The position-holder will be duty-stationed in Shostka, Sumy oblast, Ukraine.

Generic Responsibilities

• Adhere to NRC policies, tools, handbooks and guidelines
• Assist a range of support with the implementation of the ICLA portfolio according to plan of action
• Implements independently procedures and activities within own function or core competency as delegated
• Responsible for organizing and delivery of tasks in line with priorities and standards
• Develop and maintain knowledge of the specialist area of work in which technical assistance and support is being provided, in order to be most effective in supporting the team
• Use initiative in day to day problem solving in line with agreed procedures, priorities and standards for the area of work
• Prepare and develop status reports as required by management
• Ensure proper filing of documents
• Promote and share ideas for improvement in your area of expertise

Specific Responsibilities

Monitoring and Evaluation (30%)

• Support the ICLA team with the electronic filing and archiving of project documentation: scanning documents on a daily basis, archiving soft copies, storing them in the relevant folder, named according to the naming convention archiving, as well as to archive the hard copies in secure location.
• Conduct basic data analysis, in line with relevant guidelines, SOPs, and best practices, providing insights as needed.
• Ensure the maintenance, regular updating, and quality control of the ICLA databases.
• Support in piloting and implementing surveys and other assessments, collaborating with field teams on data entry to ensure consistency across data collection processes.
• Any other task relevant to the position as requested by the line manager.

Administrative support to implementation of the activity (40%)

• Prepare logistic needs for activities including printing documents required for the activities planned each day, following on the preparation of cars prior to the movement (security)
• Support in Training preparation: Support in contacting participants, preparing participant
  lists, raise PRs upon line manager’s request, following up with logistics on practical arrangements (such as renting premises, purchasing stationary and other material, provision of lunch and assisting other team members (printing materials, setting up the room…)
• Support Information session preparation: Managing the envelops and refreshment stock, providing the envelops and refreshment for the teams prior to their departure for the field, raise PRs upon line manager’s request to restock.
• Any other task relevant to the position as requested by the line manager.

Support activities (30%)

• Responsible for contacting clients and arranging appointments in coordination with ICLA colleagues
• Responsible for taking bookings for meetings in the LAC and ensuring that it is kept in order. Handle catering and other related services
• Overall responsible for the purchasing, distribution and recording of stationary
• Any other task relevant to the position as requested by the line manager.

Generic professional competencies:

• Experience working with administration
• Documented results related to the position’s responsibilities
• Knowledge about own skills/profile
• English knowledge is an advantage

Context/ Specific skills, knowledge and experience:

• Good knowledge of the context in Ukraine
• Good knowledge of the Ukrainian language
• Experience working as an administrator or receptionist. Experience working in a non- profit legal service provider, law firm or other entity providing legal counselling and assistance would be considered as an advantage.
• Ability to work independently in a result-oriented multi-tasking and multi-cultural environment
• Negotiation and conflict resolution skills
• High integrity and confidentiality. Stress and time management.
• Knowledge of the software programs (MS Word, Excel, PowerPoint)

Behavioral competencies

• Handling insecure environments
• Planning and delivering results
• Empowering and building trust
• Communicating with impact and respect (especially when dealing with affected communities)