Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations.

DRC has been operating in Ukraine since 2014, currently DRC employs over 800 staff in Ukraine and implements emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

DRC is currently looking for an Admistration Officer to join our team in Mykolaiv, Ukraine.

About the job

As Administration Officer you will be responsible to oversee administrative operations of the DRC office in Mykolaiv to ensure smooth and efficient daily workflows.

Your main duties and responsibilities will be:

Facilities and Office Management

• Ensure all office facilities, utilities, and communication systems are fully functional, safe, and compliant with DRC standards.

• Coordinate maintenance, repairs, and safety measures for the DRC offices and guesthouses in collaboration with the DRC Safety Team.

• Maintain and update lease agreements and act as the main focal point for communication with landlords.

• Oversee insurance coverage for DRC facilities, assets, and equipment.

• Ensure all office infrastructure (internet, electricity, furniture, IT, etc.) meets operational needs.

• Support the organization of meetings, workshops, and events, including logistics, venue arrangements, and catering.

Guesthouse and Accommodation Management

• Oversee the maintenance, safety, and functionality of the guesthouses and expatriate accommodation.

• Ensure availability and proper management of utilities, supplies, and equipment.

• Maintain the Guesthouse Handbook and ensure compliance with DRC procedures.

Administrative and Logistical Support

• Provide day-to-day administrative support to the DRC Mykolaiv team, including scheduling, correspondence, and record management.

• Process and monitor payments, invoices, and administrative expenses in line with DRC financial procedures.

• Support staff travel arrangements, including booking, accommodation, visas, and travel documentation.

• Coordinate procurement requests for office and event supplies in collaboration with the DRC Supply Chain team.

• Maintain inventory of administrative materials and ensure timely replenishment.

• Support administrative reporting, audits, and donor compliance documentation.

• Ensure accurate record-keeping of contracts, agreements, and administrative correspondence.

Coordination and Compliance

• Ensure adherence to DRC administrative policies, donor regulations, and the operational framework.

• Contribute to improving administrative systems, tools, and standard operating procedures.

• Maintain confidentiality and professionalism when handling sensitive administrative and contractual information.

• Perform other duties as assigned by the supervisor.

About you

To be successful in this role we expect you to have at least 2 years experience in administration, supply chain or any other relevant field. Moreover, we also expect the following:

Required

• Strong knowledge of standard administrative procedures, office management, and procurement support.

• Proven experience in coordinating logistics, travel, and events.

• Excellent command of MS Office (Word, Excel, Outlook, Teams) and familiarity with digital filing systems.

• Fluency in Ukrainian.

• Upper-Intermediate (B2) level of English or higher (written and verbal).

Desirable

• Previous experience working with international NGOs, UN agencies, or donor-funded projects.

• Experience working with ERP systems

In this position, you are expected to demonstrate DRC’ five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer

Contract length: 3-month probation period, with the possibility of extension subject to funding and satisfactory performance.

Band: H non-management

Designation of Duty Station: Mykolaiv

Start date: ASAP

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for national employees please refer to our website.

Application process

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered.

Closing date for applications: March 22nd, 2026. Applications will be reviewed on a rolling basis, and the position may be filled before the closing date.

For further information about the Danish Refugee Council, please consult our website drc.ngo.