Administration Coordinator

Job Description

Save the Children International is a leading global humanitarian organization that has been protecting children's rights worldwide for over 100 years. We operate in more than 100 countries, responding to emergencies, implementing innovative development programs, and advocating for children's rights on a global scale.

Our work in Ukraine began in 2014. Since then, we have significantly expanded our presence, providing support to children and families affected by war. Our key areas of focus include education, child protection, food security, social support, and advocacy to drive lasting change in children's lives.

Role Purpose:

The Administration Coordinator is responsible for coordinating the delivery of efficient, compliant and staff-focused administration and workplace services across the Ukraine Country Office and providing technical support to field offices as required.

The role leads the administration team and oversees facilities management, travel and visa support, workplace services, lease administration, vendor management and administrative compliance. The position plays an important role in ensuring staff have access to safe, functional and supportive working environments that enable programme delivery and uphold Save the Children's duty of care commitments.

Key Areas of Accountability:

1. Administration Team Management

· Supervise and support administration staff to ensure efficient service delivery.

· Coordinate workloads, priorities and performance within the administration team.

· Provide technical guidance and support to administration colleagues in field offices.

· Promote consistent administrative practices across all locations.

2. Facilities & Workplace Services

· Coordinate management and maintenance of offices, staff accommodation and workplace facilities.

· Ensure offices provide safe, healthy and productive working environments for staff and visitors.

· Monitor facility-related issues and ensure timely resolution.

· Support workplace improvements that enhance operational efficiency and staff experience.

· Ensure compliance with organizational standards and relevant local regulations

3. Travel, Visa & Staff Mobility Support

· Oversee travel and visa support for staff, deployments and visitors.

· Ensure timely processing of travel documentation, permits, accommodation and transportation arrangements.

· Support cross-border staff movement and emergency travel requirements.

· Monitor service quality and identify opportunities for process improvements.

4. Vendor, Lease & Administrative Compliance Management

· Collaborate with Supply Chain on lease agreements, renewals and office accommodation matters.

· Coordinate administrative vendors and service providers to ensure quality and cost-effective service delivery.

· Ensure licenses, permits, insurance and administrative records are maintained and renewed as required.

· Support compliance with organizational policies and legal requirements.

· Develop, maintain and periodically review administrative policies, procedures, guidelines and service standards to ensure efficient, consistent and user-friendly administration processes across all offices.

· Ensure administration procedures and guidance are clearly communicated and accessible to employees.

· Identify process gaps and implement practical solutions to improve efficiency, compliance and employee experience.

5. Workplace Health, Safety & Duty of Care

· Coordinate with Safety and Security teams to ensure compliance with workplace health and safety requirements.

· Support implementation of office safety measures and workplace standards.

· Ensure administrative services contribute to staff wellbeing, safety and operational effectiveness.

· Support staff and visitors through appropriate travel, accommodation and workplace arrangements.

6. Business Continuity & Emergency Support

· Support business continuity arrangements related to administration and workplace services.

· Ensure administrative preparedness and continuity of office operations during emergencies.

· Coordinate administrative support required for emergency response activities.

7. Financial Administration, Reporting & Continuous Improvement

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