Адміністративний(а) асистент(ка)

The Embassy of Switzerland in Kyiv is looking for an Administrative assistant officer (50%)

Contract for 12 months, starting in September 2024

The Embassy of Switzerland within the scope of its humanitarian operations is implementing in Ukraine several programmes in the field of Health, Protection, Livelihood, Water and energy, among others. The projects are implemented by the Swiss Embassy itself or by partner organizations (NGOs, UN agencies, ICRC and Red Cross movement). The duty station is Kyiv with short missions in Dnipro or where projects are implemented.

Job Objective: Support the humanitarian team with administrative and logistic tasks related to contract management of project partners (preparation of contractual documents, supporting payment requests, archiving documents, etc.). Assist in the preparation of invoices and procurement documents. Assist in organization of meetings, agenda, visits, etc.

Main duties and responsibilities:

• Provide administrative and logistic support to the Humanitarian team: ensure communication and documentation flow between the different office locations of the Embassy: Creative States and Embassy of Switzerland
• Liaise between the operational and finance and admin teams of the different locations to coordinate printing, signing and archiving of project documents
• Support the Humanitarian team (NPOs) in preparation of documents related to procurement and contracts; circulation of documents between partners and SDC
• Any other task related to office management and project implementation, such as maintain projects filing system, support team building activities, attending cooperation meetings, support the organization of meetings and field visits, etc.

Requirements for the position include:

• Education: commercial apprenticeship, study of business administration or similar
• Work experience: minimum 2 years of experience in administration and accountancy, preferably with international donor organisations, NGOs, UN or embassies
• Experience in: managing administrative tasks, filing and archiving and procurement processes
• Language: fluent in Ukrainian and English
• IT knowledge: Office Tools (Excel, Word, Outlook, Online meeting platforms, etc.)
• High degree of personal integrity and trustworthiness
• Stress resistance
• Flexibility and ability to work under pressure
• Team orientation
• Excellent communication skills

We offer:

• Inviting and interesting work atmosphere in a foreign diplomatic mission
• Competitive salary relative to experience and benefits package

To apply:

Please send your CV and a letter of interest with indication of salary expectations until 04 August 2024 to [email protected]. 

Please indicate in the subject line “Administrative Assistant HA” to ensure timely processing of your application. No phone calls please. Those who are selected for an interview will be contacted. 

Kyiv, 25.07.2024