Administrative Assistant - Kyiv - 868639

The Administrative Assistant provides administrative and logistical support to the Communication, Legal (IHL), Weapon Contamination (WeC), and Armed Forces and Security (FAS) teams in the Kyiv office. The role involves supporting internal procedures, organizing events, managing correspondence, and assisting with budget and publication processes.

Responsibilities

• Support with internal procedures related to administration, logistics, and procurement
• Contribute to the respective units to prepare the Monthly Fund forecast, Integrated enterprise resource planning for logistics and finance (JDE) follow-up, Collective demand planning (CDP), etc
• Assist with organizing seminars, training sessions and workshops; liaise with internal and external contacts and service providers related to their work and follow up with travel and accommodation arrangements as well as on expenses
• Prepare for meetings by setting up rooms and materials, including technical set-up for conference calls, presentation, and video conferences
• Carry out secretarial tasks such as making photocopies, destroying documents, updating contact lists, and managing stationary stocks
• Apply information-management instructions and ensure compliance with procedures
• Draft and/or finalize correspondence, bordereaux, internal presentations, meeting minutes and other documents, sharing information among users. Update internal monitoring and reporting documents
• Support with the processes related to the creation of the publications and audio-visual and multimedia products such as books, brochures, videos/animations; maintaining Unit’s library and keep track of distribution of printed material
• Manage petty cash as per ICRC accounting/safety procedures
• Follow up and keep track of budget expenditures

Requirements

• Ukrainian citizenship or permanent residence permit in Ukraine
• High school diploma or equivalent education/training
• A minimum of 5 years of experience in a secretarial or administrative role
• Professional fluency in English and Ukrainian (both written and spoken)
• Proficiency in computer skills and relevant software applications
• 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
• Confidence in managing projects and staff
• 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

• Secretarial Support
• Administrative Support
• Project Management
• Staff Management
• Task Prioritization
• Event Organization
• Correspondence Management
• Budget Assistance
• Publication Processes
• Computer Proficiency
• English Language
• Ukrainian Language

Languages

English, Ukrainian