CMG Administrative Coordinator Ukraine | Re-advertised

Duty station: Kyiv, Ukraine

Background/Context

The purpose of the executive assistant position is to assist in day-to-day tasks given by the Country Director, provide secretarial, administrative and logistical support to the Country Management Group (CMG) members. As well as act as key liaison and facilitator, helping to ensure efficient communication, coordination and execution of tasks. This role involves a combination of administrative, organizational, and interpersonal skills to assist the Country Management Group in effectively carrying out their responsibilities.

Responsibilities

• Ensure proper filing of documents.
• E-mail administration: Ensure timely follow-ups and coordinate meeting requests.
• Responsible for setting up and coordinating Country Management Group meetings, including drafting of agenda, minute taking (as required), ensuring action points from the meetings are followed up accordingly and for preparing CMG meeting minutes to be shared with all staff.
• Provide advice to CMG and suggestions on other action points/follow up plans that should be added after the meetings based on the meeting discussions.
• Support CD in preparations for and follow up of meetings as needed, including coordination of input from relevant Departments and Area Offices, meeting summaries, and ensuring action points from meetings are followed up accordingly.
• Provide advise to CD on planning for follow up meetings as deemed necessary.
• Manage the administrative aspects of the CMG members’ travels & field missions. This includes the responsibility of liaising with area offices.
• Assists with planning and management of relevant meetings and events for the CD, the country management group and visitors as required.
• Coordinate with all work units and departments in the preparation of reports that emanate from the CD’s office including T-reports.
• Other ad hoc and project related tasks identified by the CD.

Professional Competencies

• At least 4 years of experience in administration roles
• Good people management & problem solving skills
• Good writing skills
• Being very organized
• Ability to handle sensitive information with discretion

Context /Specific Skills, Knowledge and Expertise

• University degree in Business Administration or relevant field
• Advanced English
• Ability to work as part of a team and independently when required
• Strong communication skills
• Ability to work under pressure
• Good IT skills
Good organizing skills

What We Offer

• Type of contract: Until 31st Dec 2024, with the possibility of extension.
• Salary/benefits: According to NRC salary scale, terms and conditions
• Duty station: Kyiv, Ukraine

The Norwegian Refugee Council (NRC) is an independent humanitarian organisation helping people forced to flee. We work in crises across more than 31 countries, providing emergencies and long-term assistance to millions of people every year. We stand up for people forced to flee, advocating their rights. NORCAP, our global provider of expertise, helps improve international and local ability to prevent, prepare for, respond to and recover from crises. NRC also runs the Internal Displacement Monitoring Centre in Geneva, a global leader in reporting on and advocating for people displaced within their own country.

Employment with NRC may lead to employment in or deployment to Regions, Countries, Areas or Offices that may be host to considerable health, safety and security risks. NRC takes this very seriously and we have procedures in place to reduce known risks, but will never be able to take away all risks.

NRC is an equal opportunities employer and aims to have staffing diversity in terms of age, gender, ethnicity, nationality and physical ability.