ICLA receptionist

The Norwegian Refugee Council (NRC) is a non-governmental, humanitarian organization with 60 years of experience in helping to create a safer and more dignified life for refugees and internally displaced people. NRC advocates for the rights of displaced populations and offers assistance within the shelter, education, emergency food security, legal assistance, and water,sanitation and hygiene sectors. 

The Norwegian Refugee Council has approximately 5000 committed and competent employees involved in projects across four continents. In addition, NRC runs one of the world's largest standby rosters -NORCAP, with 650 professionals, ready to be deployed on 72 hours notice when a crisis occurs.

The purpose of the assistant position is to assist in the day-to-day implementation of the ICLA project. 

Job description:

• Adhere to NRC policies, tools, handbooks and guidelines
• Assist with the implementation of the ICLA Programme according to plan of action; promote and share ideas for improvement of the support function
• Prepare and develop status reports as required by management
• Ensure proper filing of documents
• Contribute to identification of protection risks and needs in the context of the program implementation
• Welcome visitors to the NRC office in Kurakhove, and direct them accordingly
• Receive incoming calls and make outgoing calls according to needs; receive, distribute and register brochures, mails, documents and reports
• Ensure order and cleanliness of the reception area
• Ensure that utility bills (e.g. electricity, water, phone) are paid on time
• Provide secretarial support such as typing, taking minutes, drafting letters, etc.
• Responsible for taking bookings for meetings in NRC office and ensuring that it is kept in order. Handle catering and other related services
• Assist drafting letters and data entry of intake forms as necessary
• Overall responsible for the purchasing, distribution and recording of stationary
• Entry of data from intake forms and photocopying and filing all the documents related to ICLA activities (ICLA client files etc.);
• Perform any other task as requested by ICLA Project Coordinator, Project Manager or Programme Development Manager.
• Assist ICLA Project Coordinator in any task required.
• Under the supervision of ICLA Project Coordinator, facilitate information, counselling and legal assistance activities in accordance with the standard operating procedures, guidelines and instructions from lawyers; provide timely, accurate and reliable information to IDPs and conflict-affected people as regards their rights and entitlements and how to claim them, draft legal letters, applications, fill in forms, or other templates and otherwise assist in preparation of legal documents supporting clients to claim their rights and entitlements
• Responsible for all reception duties related to the NRC office, including welcoming clients; client outreach: answering phone/hotline and taking messages
• Ensure that clients have a comfortable space to wait and to fill forms
• Responsible for contacting clients and arranging appointments in coordination with ICLA staff

Qualifications:

• Experience working with administration
• Documented results related to the position's responsibilities
• Knowledge about own skills/profile
• Some knowledge of English
• Good knowledge of the Ukrainian and Russian languages
• Experience of working as 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.
• Knowledge of the software programs (MS Word, Excel, PowerPoint)
• Good knowledge of the context in Ukraine

Personal qualities:

• Working with people
• Planning and delivering results
• Communicating with impact and respect
• Handling insecure environments

We offer

Contract period: 9 months with the possibility of extension 

Salary/benefits: According to NRC country policy, medical insurance, training opportunities 

Duty station: Kurakhove, Donetsk oblast, Ukraine

The deadline for application is 24.03.2019