Translator / Administrator

Organizational Context

Job Purpose

Under the supervision of the Administration Coordinator, the Administration Officer / Translator provides high-quality administrative, travel, logistics and coordination support to the Ukraine Operation. Approximately 70% of the role is dedicated to administration, while 30% focuses on translation and interpretation support.

The translation and interpretation component is primarily operational and field-oriented, including accompanying field trips and providing consecutive or simultaneous interpretation during operational visits, in-person meetings, trainings, events and other offline activities. Document translation and proofreading may be required as needed.

Job Duties and Responsibilities

Administration, Travel, Visa and Operational Support – approximately 70%

Travel / Visa Management

• To carry out and coordinate travel arrangements, including air travel, transportation, hotel accommodation and insurance for delegates, staff and visitors, as required.
• Facilitate visa applications and extensions for travellers entering Ukraine, including preparation of supporting letters and coordination with relevant authorities and embassies.
• Notify hotels, travel agencies and other relevant suppliers promptly of any cancellations or changes and ensure confirmation of the notification.
• Support the organization of workshops, meetings, seminars and other events, including coordination of travel, accommodation, transportation and venue arrangements, procurement of required items, and other logistical support, in liaison with the Admin Coordinator and relevant colleagues, and negotiate favourable rates where appropriate.
• Maintain and update relevant travel and movement information in internal tracking systems and shared platforms, in liaison with Fleet / Security and relevant colleagues.

Office Administration, Logistics Support

• Provide day-to-day office administration and logistical support, including procurement of office materials, equipment and stationery, errands and hospitality arrangements, ensuring a guest-friendly office environment.
• Manage office supplies and maintain adequate stock levels, promoting efficient use of resources and minimising waste.
• Collect GRN/SRN documents from suppliers, arrange stamping and returning the documents to vendors.
• Support the Admin Officer and relevant colleagues with key duplication, ID/business card printing, updating the movement board and other routine administrative tasks.
• Coordinate and monitor payments to external service providers and contracted suppliers in liaison with the Finance Unit, follow up on outstanding payments to avoid service disruption, and ensure proper cost coding for travel requests and other relevant expenses.
• Support data collection and research on specific topics as required.
• Provide general administrative and operational support to the Admin team and undertake other relevant tasks as required.

Translation and Interpretation Support – approximately 30%

• Provide simultaneous and consecutive interpretation from Ukrainian to English and vice versa during meetings, trainings, workshops, events and other activities, both in person and online, as required.
• Assist with the arrival and departure of guests, delegates and staff visiting the Country Office or travelling on field missions/assignments, including providing interpretation and language support at points of entry and during weekends or after hours, as required.
• Accompany staff and delegates during field trips and provide interpretation support as required.
• Translate documents from Ukrainian to English and vice versa, including surveys, terms of reference, certificates, reports, templates, forms and other operational documents, as required.
• Prepare meeting minutes and other meeting-related documents in both Ukrainian and English.
• Proofread, edit and revise translated materials to ensure accuracy, clarity and consistency.

Job Duties and Responsibilities (continued)

• Actively work towards the achievement of the Federation Secretariat’s goals.
• Abide by and work in accordance with the Red Cross and Red Crescent principles.
• Perform any other work-related duties and responsibilities that may be assignedby the line manager.

Education

• Diploma in Travel, Air, Logistics, Office Management, Business Administration, Translation or any relevant field.

Experience

Required:

• 3 years relevant working experience in administration and interpretation services.
• Ability to work comfortably under stress and manage multiple priorities in a fluid environment.
• Experience of working in and managing office administration including filing.
• Experience in administration, ticketing, travel logistics and any other support areas.
• Experience working with office procedures and systems.Experience working with translation and interpretation services.

Preferred:

• Red Cross/Red Crescent knowledge and experience.

Knowledge, Skills and Languages

• Ability to work in a cross-cultural and cross functional environment
• Ability to work with tight deadlines and handle multiple tasks
• Must have computer working knowledge
• Excellent communication and reporting skills
• Demonstrated core proficiency in (a) digital communication and collaboration, (b) basic digital content creation, (c) digital safety and security, (d) data literacy, and (e) problem solving with technology (including responsible use of AI assistants.
• Understanding of and commitment to IFRC’s mission and values.
• Good interpersonal skills and analytical skills.
• Fluently spoken and written English.
• Good command of another IFRC official language (French, Spanish or Arabic) - preferred.

Competencies, Values and Comments

Values: Respect for diversity; Integrity; Professionalism; Accountability.

Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust.