Administrative Manager
Position Title: Administrative Manager
Sector/Department: Operations
Location: Kyiv/Lviv (with travel to field sites)
Reports to: Head of Operations
Grade/Level: Manager
Position Summary
We are looking for an experienced Administrative Manager to ensure efficient and transparent management of administrative functions, coordinate organizational logistics, and oversee IT infrastructure. The role provides essential support to the Head of Operations.
Key Responsibilities
Office Management & Welfare
- Organize and oversee daily office operations and procedures.
- Manage office cleanliness, supply procurement, and overall staff well-being.
Fleet, Procurement & Financial Documentation
- Coordinate vehicle maintenance, logbooks, and scheduling.
- Manage staff travel arrangements and business trip documentation.
- Work with primary supplier documents, ensuring accuracy and completeness.
- Support procurement planning, requests, and specifications.
Logistics & Event Coordination
- Organize logistics for workshops, trainings, focus groups, and other events.
Compliance & Support
- Coordinate and monitor implementation of internal administrative policies.
- Ensure administrative documentation is complete and traceable for audits.
IT Support & Management
- Manage and maintain office IT infrastructure (local network, Wi-Fi, email).
- Provide first-line technical support for hardware and software issues.
- Manage user accounts, permissions, and access rights to organizational platforms.
- Oversee inventory, deployment, and maintenance of all IT assets.
Requirements
- Bachelor’s degree in Business Administration, Management, or a related field.
- Minimum 3−5 years of experience in administrative or operations management, preferably in an NGO.
- Proficiency in financial documentation, procurement procedures, and compliance standards.
- Experience managing office logistics, fleet, and coordinating business travel.
- Knowledge of IT support and infrastructure management (basic network & hardware troubleshooting).
- Fluency in English.
Key Competencies
- Organizational Skills: excellent planning, coordination, and time management.
- Attention to Detail: meticulous approach to documentation, financial records, and IT assets.
- Problem-Solving: ability to troubleshoot operations, logistics, and technical issues.
- Communication: strong interpersonal and written skills for working with staff and suppliers.
- Integrity: high professionalism and adherence to confidentiality standards.
