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Administrative Officer

International Medical Corps
1 год назад
12 сентября 2022
Львов

About the organization: 

International Medical Corps is a global, humanitarian, non-profit organization dedicated to saving lives and relieving suffering through health care training and relief and development programs. Established in 1984 by volunteer doctors and nurses, International Medical Corps is a private, voluntary, non-political, non-sectarian organization. Its mission is to improve the quality of life through health interventions and related activities that build local capacity in underserved communities worldwide. By offering training and health care to local populations and medical assistance to people at highest risk, and with the flexibility to respond rapidly to emergency situations, International Medical Corps rehabilitates devastated health care systems and helps bring them back to self-reliance.

 POSITION:  Administrative Officer 

LOCATION: Lviv

 Job Summary

The  Administrative Officer is responsible for all administrative functions for the office and staff (national and International). The Admin Officer functions in accordance with the mission, core values, and purposes of the organization. To perform this job successfully, an individual must be able to perform each essential function with or without reasonable accommodation.

Main responsibilities 

The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily all-inclusive.

External Relationships and Representation:

  • Full responsibility for the visa procedure and Residency permits for international staff. 
  • Follow-up on Official documentation, assuring that all supporting documents are provided and submitting renewals on time. 
  • Ensure that all office equipment and facilities work properly and comply with health and safety regulations.
  • Ensure that stationery and cleaning materials and other office supplies are replenished on time and with good quality.
  • Perform daily checks on the cleaning and good maintenance of the offices and common areas.   
  • Responsible for managing the telephone/ internet credit for staff members
  • Responsible for all Flight bookings to and from the site and other Flights as requested for National and International staff
  • Responsible for booking hotel accommodation for National and International staff 
  • Responsible for management and issuance of Identity Cards for all national and international staff

International Staff: 

  •  Manage the accommodation of International staff in Guesthouses; organizing the houses with the persons and the visitors
  • Oversee the cleaners and maintenance assistant in the guest houses
  • Cleaning and maintenance items replenishment for guest houses. 
  • Follow-up and track the visa and residence permits for all International staff
  • Applying for visas for visitors and International staff 
  • Perform checks on the work of the teams in the guest houses
  • Oversee that all material/ furniture/ equipment as per IMC standards are present in all guest houses
  • Direct follow-up of any matters to be addressed in the guest houses. 

 Meetings/ Conferences:

  • Responsible for all bookings of meetings/training in the office and external venues. Responsible for following up on the meeting room booking. 
  • Responsible for all logistics side of meetings/ conferences by ensuring that all materials are in place prior to the meeting (projector, flipcharts, board, pens, etc.), in addition to setting up the area.  

 Team Management: 

  • Responsible for managing the maintenance workers in the offices and the guest houses
  • Responsible for managing the cleaners for the offices and the guest houses; schedule, follow-up the quality of work, etc. 

 General duties: 

  • Performing general admin duties as directed (ex. photocopying, faxing, mailing, and filing)
  • Maintain all information material for staff and visitors (ex. Ethics Point posters) 

Other

Perform other duties as assigned. The duties and responsibilities listed in this document are representative of the nature and level of work assigned and not necessarily all-inclusive.

Minimum Requirements

  • Bachelor’s Degree in business management or a related field
  • 3 years of experience is preferable
  • Demonstrates well developed oral and written communication skills 
  • Very Good knowledge of Microsoft Office
  • Very good oral and written knowledge of English
  • Ability to achieve results - Result Oriented 
  • Ability to meet deadlines
  • Demonstrated personal drive and integrity
  • Very Organized, with attention to Detail
  • Able to lead a team by example

Code of Conduct

As applicable to this position, an individual must promote and encourage a culture of compliance and ethics throughout the organization and maintain a clear understanding of International Medical Corps’ and donor compliance and ethics standards and adheres to those standards. Staff is also responsible for preventing violations of our Code of Conduct and Ethics, which may involve Conflicts of Interest, Fraud, Corruption, or Harassment.  If you see, hear, or are made aware of any violations to the Code of Conduct and Ethics or Safeguarding Policy, you have an obligation to report.

If this is a supervisory position, one must set an example of ethical behavior through one’s own conduct and oversight of the work of others; ensure that those who report to you have sufficient knowledge and resources to follow the standards outlined in the Code of Conduct & Ethics; monitor compliance of the people you supervise; enforce the Code of Conduct & Ethics and International Medical Corps’ policies, including the Safeguarding Policy and the Protection from Harassment, Bullying and Sexual Misconduct in the Workplace Policy, consistently and fairly; support employees who in good faith raise questions or concerns.

Safeguarding

It is all staff's shared responsibility and obligation to safeguard and protect populations with whom we work, including adults who may be particularly vulnerable and children. This includes safeguarding from the following conduct by our staff or partners: sexual exploitation and abuse; exploitation, neglect, or abuse of children, adults at risk, or LGBTI individuals; and any form of trafficking in persons.

Equal Opportunities  

International Medical Corps is proud to provide equal employment opportunities to all employees and qualified applicants without regard to race, color, religion, sex, sexual orientation, national or ethnic origin, age, disability or status as a veteran.

If you are interested in this position, please apply as soon as possible. Applications will be reviewed on a rolling basis. Only short-listed candidates will be contacted for the interview.

Oksana Vasyliuk

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