Administrative Assistant for Protection - Kyiv

The Administrative Assistant supports the Protection Unit by managing Prisoners of War correspondence and providing essential administrative and logistical support to facilitate protection programs. The role includes managing records, drafting correspondence, coordinating meetings, and handling financial documentation to align with ICRC protection objectives.

Responsibilities

• Managing correspondence for Prisoners of War, including handling “Geneva Conventions letters”, ensuring timely and accurate processing
• Creating and maintaining paper and electronic records, utilizing specialized tools and databases to ensure organized and up-to-date documentation
• Drafting, editing, and finalizing correspondence, reports, meeting minutes, internal presentations, and official documents for internal and external communication
• Updating and maintaining planning tools, charts, and schedules while ensuring timely follow-up on invoices and administrative matters
• Coordinating and organizing meetings, including room preparation, material availability, and technical support for video and conference calls
• Performing general administrative tasks, such as photocopying, document destruction, and managing office supplies and stationery
• Applying information management protocols and ensuring compliance with policies and procedures for data handling and security
• Managing petty cash, adhering to ICRC accounting and safety guidelines, and ensuring proper tracking and documentation of expenditures

Requirements

• Ukrainian citizenship or permanent residence permit in Ukraine
• High school diploma or equivalent training
• At least two years of professional experience in a secretarial or administrative position, with a proven track record of supporting organizational tasks
• Strong organizational abilities with a meticulous and systematic approach to managing tasks and prioritizing work
• Previous experience in organizing events is an asset
• Good oral and written communication skills in both Ukrainian and English
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), SharePoint, Team Space, and Outlook
• Self-motivated with a strong commitment to teamwork and humanitarian principles
• Flexible, enthusiastic, and willing to learn
• Ability to work independently, as well as effectively under supervision
• Ability to organize and prioritize multiple tasks
• Ability to work within a diverse team and establish and maintain good working relations in a multi-ethnic, multi-cultural, and multi-disciplinary environment

Skills

• Administrative Support
• Secretarial Skills
• Event Organization
• Task Prioritization
• MS Word
• MS Excel
• MS PowerPoint
• SharePoint Development
• Team Space
• Outlook
• Correspondence Management
• Records Management Projects
• Meeting Coordination
• Financial Documentation
• Humanitarian Principles
• Independent Work
• Teamwork in Diverse Environments

Languages

Ukrainian, English