Office Assistant/Офіс-адміністратор/ка

Estonian Refugee Council (ERC) is a value-driven non-governmental EU-certified humanitarian organization. ERC was established 22 years ago in Estonia and currently provides humanitarian assistance to displaced people and other vulnerable people in 5 crisis-affected countries (Ukraine, Georgia, Armenia, Jordan and Turkey) and different support services to beneficiaries of international protection in Estonia. Estonian Refugee Council works and provide help in Ukraine since 2014 year and now covered 9 regions with ongoing humanitarian projects and monitoring visits. Our Mission is to stand for the rights and well-being of refugees and other vulnerable groups in Ukraine and abroad.
The Office Assistant (OA) position provides overall support to Ukraine country programmes in order to help accomplish the mission of ERC. OA provides day-to-day programmatic and administrative support, provides contract management support, organizes events, assists in conducting research, and undertakes other tasks as assigned. 

We are looking for Office Assistant to join our international team!

Main tasks: 

• Assist in day-to-day operations in administration of ERC Kyiv office.
• Coordinate all logistical arrangements for programme meetings and events, including booking rooms, drafting and formatting media and correspondence texts, sending out invitations and monitoring RSVPs, ordering food and supplies, arranging room set-up, and serving as the main point-of-contact for attendees.
• Prepare orders, book hotels, and train tickets for the project deployments according to ERC policies.
• Support arrangement of events (local and field training, meetings etc.) in line with HR department plan
• Coordinate exchange of documentation with Dnipro and Zaporizhzhia offices
• Keep track and manage office supplies. Prepare list for Procurement Officer and supervise further process of procurement of office food items, office supplies, IT-equipment.
• Update track of office equipment (laptops and cellular phones) and prepare agreement on liability before handing over equipment to employee
• Manage cleaning schedule for Kyiv office when needed
• Other related tasks as assigned.

Expectations towards the candidate: 

• Bachelor’s degree in a relevant field
• Proven experience in a similar administrative or support role, with a solid understanding of general personnel practices, administrative and finance procedures, and office activity coordination.
• Demonstrated experience in organizing training sessions, meetings, and arranging both domestic and international travel logistic
• Exceptional written communication skills, with a strong attention to detail and clarity.
• Proficient in English (working level) and fluent in Ukrainian
• Proactive and flexible, solution-oriented, with excellent interpersonal skills for working in a multicultural team environment.

What do we offer offer:

• competitive salary
• medical insurance
• 28 vacation days
• international environment
• Location: Kyiv
• work from home a few days per month
• official employment
• salary transferred twice per month

How to apply
Please apply by uploading your cover letter and up-to-date CV on our website.
ERC only accepts duly completed applications submitted through the ERC HR portal.
Due to limited resources, only short-listed candidates will be contacted.

Send your CV and Cover letter to [Office assistant | ERC HR Portal (pagulasabi.ee)]. Please, also mention your salary expectations.

Learn more about Estonian Refugee Council here:   https://www.pagulasabi.ee/en/news