1. Role and responsibilities

The purpose of the assistant position is to assist in the day to day implementation of the support functions responsibilities. Use actions words such as conduct or assist for the position relevant responsibilities.

Generic responsibilities (max 10)

These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work- and Professional Development Plan.

• Adhere to NRC policies, tools, handbooks and guidelines
• Assist with the implementation of the support function portfolio according to plan of action
• Prepare and develop status reports as required by supervisor
• Ensure proper filing of documents
• Promote and share ideas for improvement of the support function
• Ensure smooth running of office administration

Specific responsibilities

These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly.

• Supervise efficient operation in making arrangements for hotel accommodation both for visitors and NRC staffs;
• Provide administrative and logistical support in organizing workshops /trainings/ seminars;
• Assess and prepare requests for consumables, sanitary items, stationeries, furniture’s office utilization etc.
• Keep record of all stationeries/stocks used in the office and produce monthly stock reports.
• Receive all incoming deliveries (correspondences) and liaise with the appropriate members of staff for the delivery and distribution of letters.
• Manage NRC guest house and Office operations
• Facilitation of office building, premises and equipment maintenance and repair;
• Assist in filing, preparing and keeping updated database of all admin. activities and NRC Odesa and field office sites contact list;
• Manage the Odesa office lease agreement and contract;
• Follow up and provide technical support as well as report to the HR/Admin. Team leader on the cleanliness and service efficiency of Cleaning Services at Odesa office
• Provide technical supportand quality check for admin related procurements;
• Meet with the representatives of different government offices and other administrative
• Fulfil any other related dutiesas instructed by supervisor

Critical interfaces

By interfaces, NRC meansprocesses and projectsthat are interlinked with other departments/units or persons. Relevant interfaces for this position are:

• Camp team leaders
• All Staff

Scale and scope of position Staff: N/A

Stakeholders:               UN agencies, INGOs, local NGOs, Civil society, governmental bodies

Hotel Service providers and external guests

Budgets:                       N/A

Information:                Agresso, Post backs, Intranet, NRC Budget Tools

Legal or compliance:

Law of the country, HR/Admin Procedures in compliance with NRC internal requirement, Inter-Agency Guidelines and Terms of Reference, Local Financial Handbook, Procurement SOPs