ROLE PURPOSE: Administration Officer – Visa/Travel is responsible for implementing processes for the efficient support to visa processing to Ukraine, hotel and travel arrangements of official SCI activities in compliance with SCI guidelines and policies during the scale up of large emergency response and transition phases. At times, given the context of Ukraine, the Administration Officer will be expected to work outside the normal role profile to reflect the elevated inputs required in responding to an emergency and be able to vary working hours accordingly.

KEY AREAS OF ACCOUNTABILITY:

• Acts as focal administrative support for visa processing/travel arrangements/tickets (train-flight) & hotels booking
• Liaise with Government entities on administrative matters, if needed, such as entry visas, residency permits etc.
• Provide an efficient support to international staff and visitors on visa/work permit processes, preparing invitation letters, working with admin team / local lawyer for longer term permits
• Provide guidance to Admin Manager on external liaison i.e.communication with Government and other entities on administrative matters of SCI.
• Ensuring all the documentation during external liaison are kept safe and confidential, and updating the relevant department/management on the progress of relevant admin work related to Govt. or any line department (Ministries etc).
• Provide support to staff for the written translation of the documents if required for the visa related matters.
• Leads the arrival/welcome support to new staff visitors, surge team, and prepares updated welcome/arrival pack of the staff
• Facilitates hotel/flight booking in close coordination with travel and Admin team of SCI
• Maintains travel records and approvals and periodically updates list of recommended hotels/flights in Ukraine
• Maintains efficient records (soft and hard copy) of travel documents and reports – accommodation tracker, visa and passport tracker
• Conducts administration orientation – particularly on visa processing and travel support to the staff within SCI guidelines
• Contributes to the organizational learning and enhanced capacity in planned intervention and activities by providing feedback to the team on things and areas that are to be improved
• Make use of all available policy, practice, checklists and guidelines, and ensure Save the Children good practice is in place
• All other tasks related to the ADMIN/Travel/Visa Support operations from the Line Manager

EXPERIENCE

Essential

• Minimum 1 year experience in a similar role.
• Experience in an admin related work
• Knowledge or experience of NGO work desirable
• Computer literate (including working knowledge of Microsoft Office (Excel, PowerPoint) and databases)
• Excellent interpersonal skills
• Good verbal and written communication skills in English, Russian and Ukrainian
• Excellent attention to detail, organisational skills and discretion with confidential information
• Ability to work independently and proactively
• Proven ability to handle challenging workload

Additional Responsibilities

The duties and responsibilities set forth above are not exhaustive and the role holder may have additional duties required within the reasonableness of his / her level of competence and experience.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Equal Opportunities

The role holder needs to perform the duties in accordance with SCI’s equality, timeliness and diversity policies and procedures.

Health and safety

The role holder shall perform the necessary duties in accordance with the SCI health and safety policies and procedures.