Operations Administrative Manager

Operations Administrative Manager IRC - International Rescue Committee Kyiv National Mid level Speaks English, Ukrainian Application deadline: April 30, 2026 (10 days) Apply Summary by Impactpool The Operations Administrative Manager at the International Rescue Committee (IRC) plays a crucial role in supporting operations across Ukraine. This position is responsible for the effective management of office services, facility management, travel services, and administrative support for field offices. The manager will oversee the implementation of systems to ensure operational efficiency and provide technical guidance to the administrative teams. This role requires strong organizational skills and the ability to work under pressure while managing a team. Candidate Requirements: Bachelor’s degree in Social Sciences or similar Degree in Law is advantageous 3 years of relevant professional experience in Supply chain/administration/human resources Fluency in English and Ukrainian Good inter-personal and conflict resolution skills Strong organizational and time management skills The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future. JOB OVERVIEW The Operations Administrative Manager is a key position for the Operations Department which provides support to IRC programs implemented across Ukraine. The position is primarily responsible for implementing systems across the CO and oversight and day-to-day admin management of IRC Kyiv Country Office as well as providing technical guidance to field offices. Reporting to the Supply Chain and Operations Senior Coordinator , Operations Admin Manager is in charge of the Administrative Department for IRC Ukraine. The Operations Administrative Manager will be responsible for the effective management of offices, facilities, warehouse services, travel services, accommodation contracting and follow up, registration, and technical supervision of nationwide admin teams. The Operations Administrative Manager will ensure that all systems are implemented efficiently and effectively, meeting the needs of the organization and its staff. The Administrative Department has the following key responsibilities: Facility Management and contracting (warehouses, offices and guesthouses) Support services management (warehouses, offices, accommodations, GH and waivers) Travel management (systems and providers) Ensuring procurement processes are followed on event organization Legal support Operations Administrative Manager is based in Kyiv with one officer under his/her direct supervision provides services for Kyiv office as well as support to external visits and nation-wide events. In addition to the admin team in Kyiv, the Manager has a technical supervisory role to admin staff in IRC’s field offices around the country. RESPONSIBILITES: With the support of the admin team, the Manager is responsible of the following: Office services management prepare monthly consolidated office supply orders and place procurement requests supervise documental translation systems are on place supervise reconciliations of mobile service contracts and monthly payment of invoices setting up systems for mailing and documental classification within the country hold corporate debit card according to SOP and prepare expense reports Facility management Identify, prepare and manage rental agreements for warehouses, offices and guesthouses Act as focal point with contract holders Ensure availability of services to conduct real estate market assessments Ensure that all facilities are well functioning, including housekeeping & cleaning, supplies, electricity, maintenance and repair, internet and other primary functions. Participate at Operations procurement planning and budgeting. Ensure procurement needs for offices and guesthouses are planned and timely satisfied Ensure follow up on operational contractual obligations for Ukraine offices Mobility Ensure nation-wide train booking services are provided efficiently Ensure secure accommodation services are provided in the CO and field offices Supervise travel officer arrangements for entry and departure from Ukraine for expats and visitors in coordination with officer based in Rzeszow, Poland Ensure that visa and international travel services support to foreigners in coordination with his team in Rzeszow, Poland Ensure reception and guidance of foreign workers arriving in Ukraine including pertinent SOP Ensure mobility tracker tools are available and updated. Registration follow up with any legal registration requests from the senior management team follow up with temporary residence permit of expats, prepare necessary documentation and accompany expats throughout the process Onboarding for new staff Ensure regular training to new staff on Travel Authorization Request and Travel Expense Reports is provided. Technical supervision of nation-wide admin teams put in place monthly meeting cycle for all admin teams in the country prepare policies and standard operating procedures when needed to standardize and streamline services ensure that lease tracker is up-to-date for the whole mission provide support on contracting and negotiations as needed Meetings and events Supervise that venues services for meetings and events are included in IRC´s vendor lists an