Administrative Assistant / Адміністративний/а асистент/ка

Job Title: Administrative Assistant
Project Name: Good Governance Fund
Job type: Consultant, Full-time
Location of Position: Kyiv, Ukraine
Reporting to: Country Director
Remuneration: In line with market rates.
Indicative LOE/Time Frame: Full-time engagement, June 2024 – March 2025.
Citizenship: Ukrainian
Language Requirements: Ukrainian, English
Application Deadline: Open until filled
Application Instructions:

1. A cover letter is mandatory to be considered. Cover letters should effectively align your skills and experiences with the specific job responsibilities outlined in the position’s description, demonstrating your aptitude and enthusiasm for the role, your daily fee and current availability.
2. Click the “Apply now” link to upload your cover letter and CV (Curriculum Vitae).
3. Only successful candidates will be contacted. No phone calls please.

Alinea is an international development consultancy providing technical and management expertise that helps people improve their lives. We work with governments, investors, companies, and communities to create lasting change. With nearly 40 years of experience, Alinea has successfully delivered more than 1000 projects worldwide. alineainternational.com
Alinea International does not charge a fee at any stage of the recruitment and hiring process. All offers of employment or job opportunities with Alinea International that include any form of a request for payment of fees or collect information on bank accounts are fraudulent. Any requests for such payment or information should be refused and reported to your local law enforcement authorities for appropriate action and to Alinea International.

DEIAB Statement Diversity, Equity, Inclusion, Accessibility and Belonging: 

At Alinea International we value diversity, equity, inclusivity, accessibility and belonging in everything we do. We are an equal opportunity employer opposed to all forms of discrimination. We actively seek and encourage applications from people of diverse backgrounds recognizing that an inclusive workforce enriches our organization and achieves smarter, more innovative results.

Protection:

Alinea is committed to the protection of children and vulnerable adults. Due to the nature of our work, all candidates will be subject to due diligence checks and extensive background checks where appropriate.

Project Description:

Good Governance Fund is a technical assistance project funded by the British Government. The Portfolio Management Unit (PMU) is a management organisation of the fund charged with assessing the support needs and designing projects to be funded through the GGF. Our work covers a broad scope of reforms, ranging from supporting SMEs and modelling the supply/demand of electricity to building a new and welcoming investor environment in Ukraine. We offer a truly “helicopter view” of Ukrainian reforms and have re-focused our effort to recovery initiatives after the beginning of the full-scale war in Ukraine.

About the work:

As a PMU Administrator, you will get a chance to assist with projects advancing recovery in a broad range of sectors. Based at our office in Kyiv, you will provide administrative support to a team of managers, project designers and implementing partners working in a truly global team (4 time zones) across Ukraine, the UK and Canada. We take the security of our staff seriously and, therefore, adapt our working practices to the current security situation, which we continuously re-evaluate. For a junior professional, this would be a great opportunity to start a career in international development and transition to programmatic roles later. We also offer centrally-located modern office facilities, a competitive compensation package, free coffee as well as ample parking space.

The Role:

We seek a highly motivated and organized professional to join our team as an Administrative Assistant. The ideal candidate will be a self-starter with the ability to work effectively across time zones and in a cross-cultural environment. Exceptional at operating in uncertain conditions, this individual will provide clarity and effective day-to-day operational management support. Experience with office-level finance management is an asset. Reporting directly to the Country Director, the PMU Administrative Assistant will be responsible for ensuring the efficient day-to-day administrative operations of the project. Primary duties will encompass:

• Expertly managing correspondence, scheduling, and logistics for virtual meetings and events across multiple countries.
• Serving as the principal aide to the Country Director, maintaining his calendar, preparing agendas, and compiling comprehensive meeting notes.
• Developing high-quality presentations and project update materials adhering to branding guidelines (PPT, Canva, etc.).
• Overseeing local office administration, including procurement of supplies, vendor management, and asset tracking.
• Maintaining organized file management systems and collaborative workspaces (SharePoint, MS Teams).
• Collecting and synthesizing progress reports and key performance metrics from local offices (KPI data tracking).
• Coordinating logistical arrangements for meetings, conferences, and other events.
• Processing basic financial documentation and record keeping.
• Arranging domestic and international travel plans for staff.
• Updating and maintaining the organization’s website content.

Required Qualifications:

• Bachelor’s degree in Business Administration, Public Administration, or related field.
• Native Ukrainian speaker with professional proficiency in written and spoken English. British English will be your main working language as well as the working language of the client.
• Minimum 1+ year of administrative management experience, preferably in an international or multi-cultural setting, yet energy and resilience are the key.
• Proactive problem-solving mindset with keen attention to detail.
• Ability to work on-site at the Kyiv office location.
• Proven ability to work effectively with cross-functional teams across multiple time zones and locations.
• Exceptional organizational and multitasking capabilities.
• Strong interpersonal skills and professional demeanor.
• Tech-savvy with expertise in MS Office suite, online collaboration tools (Teams, Notion, Canva, PPT and etc.), and virtual meeting platforms.
• Basic knowledge of finance, budgeting, and contracting procedures, and a desire to learn.