Administrative Assistant

Country: 
Ukraine
City/office: 
Kyiv
Workload: 
1.0
Description: 

The Administrative Assistant supports the day-to-day administrative and logistical operations of the Estonian Refugee Council (ERC) Kyiv office, ensuring smooth and efficient office functioning in line with ERC policies. Under the supervision of the HR Officer, the role provides coordinating meetings and events, supporting staff travel arrangements, managing office supplies and equipment, facilitating documentation exchange with field offices, and assisting with internal communications and follow-up actions.

Main tasks: 
  • Provide administrative support for the day-to-day operations of the ERC Kyiv office, including coordination of office food items (e.g. water, tea, coffee, milk) and general office supplies
  • Under the coordination of the Head of Support Services (DCD), the Admin Assistant will assist in organizing meetings at the ERC office, including meetings with donors, partners, HR, and other working groups, and take accurate meeting notes during these meetings.
  • Support the planning and coordination of internal events and staff engagement activities, including team-building events, office celebrations, and staff birthday greetings, as well as local and field-based events such as trainings, meetings, and workshops.
  • Assist with follow-up actions, including sending emails, managing Google Forms, handling correspondence with Nova Poshta, Ukrposhta, and any official emails on behalf of ERC.
  • Coordinate with the IT Assistant on office equipment, ensuring proper documentation and preparing liability agreements prior to issuing equipment to staff or upon its return.
  • Help with office health & safety compliance and basic IT troubleshooting.
  • Track all administrative-related payments on a daily basis, including payment of office and guesthouse rent, and maintain regular communication with landlords to address any arising issues.
  • Organize and coordinate business trips, including travel arrangements, accommodation, and related logistics for staff and visitors.
  • Support simple HR or finance tasks under supervision.Maintain accurate records, filing systems, and documentation.
  • Provide line management to the office cleaner and ensure that the office environment is maintained clean, organized, and comfortable for all staff
  • Other related tasks as assigned.
Expectations towards the candidate: 
  • A 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 logistics
  • 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 we offer: 
  • Collaborative Culture: We foster a collaborative and inclusive work environment where every team member is valued.
  • Diverse and Inclusive Workplace: We welcome all people of different races, genders, religions, colours, national or ethnic origins, languages, marital statuses, sexual orientations, ages, socio-economic statuses, (dis)abilities, political convictions, or any other distinguishing feature in our workplace. 
  • Good Benefits: We have a cosy office in the city centre, +4 vacation days, health insurance, life insurance.. 

Please note: This is a rolling recruitment process and may close earlier if a suitable candidate is found.

Important: Applications sent by email will not be considered. Please apply through the designated platform

Deadline: 
16.01.2026 - 18:00
Contact person: 
Documents necessary for applying: 
CV
Cover letter