Administrative Assistant

BACKGROUND 

HELVETAS is the largest Swiss nongovernmental organization with a dual mandate for long term development and humanitarian response. It has been present in Ukraine for several years implementing development projects mainly through local partners. 

During 2022 HELVETAS initiated emergency assistance. We are building our operational presence to respond comprehensively to the current humanitarian crisis. HELVETAS plans to be active in Ukraine for the next 5 years. 

Starting date:           ASAP

Position Overview:
The position holder works under the direction of the Logistics and Security Manager. He/she will also work closely with the Administrative Assistant, Finance Team and Head of Finance and Administration in Kyiv.

We are seeking a detail-oriented and reliable Administrative Assistant to support the logistics and procurement operations within Helvetas Ukraine office in Kyiv. The ideal candidate will manage payments, track and collect primary documents, handle small procurements, assist with contract management, and perform various administrative tasks. Experience in the NGO sector is highly desirable, as the role involves working in a mission-driven environment focused on efficient logistics and procurement processes.

Key Responsibilities:

• Process payments related to logistics and procurement.
• Handle simple procurements (as per threshold) and ensure timely delivery of supplies and materials.
• Collect, organize, and maintain primary documentation related to payments and procurement activities.
• Assist with logistics planning, tracking orders, and maintaining procurement records.
• Prepare and process financial reports for the department.
• Support contract management, including drafting, reviewing, and tracking agreements.
• Perform administrative tasks, including document management, filing, and correspondence.
• Provide support with ad hoc tasks and errands related to logistics and procurement.
• Ensure compliance with organizational policies, procurement standards, and procedures.

Key Skills:

• Strong organizational and time-management abilities.
• Proficiency in document management and office software (MS Office Suite: Word, Excel, PowerPoint).
• Basic understanding of financial processes, payments, logistics, procurement, and contract management.
• Attention to detail and the ability to manage multiple tasks simultaneously.
• Strong communication skills, both written and verbal.
• Familiarity with NGO operations and logistics/procurement processes is an advantage.

Qualifications:

• Prior experience in an administrative role, preferably within the NGO sector.
• Experience in logistics, procurement, and contract management is a plus.
• Bachelor’s degree in management, business administration, logistics, or a related field is preferred.
• Fluency in English and Ukrainian.

What We Offer:

• Competitive salary and benefits.
• A dynamic work environment with opportunities for professional growth.
• Pet friendly offices
• Teambuildings twice a year with young supportive team
• Office with shelter

We are looking for a self-driven person who wants a meaningful job, can work in a fast-paced environment, and is eager to learn. Join our supportive and strong team!

Short examples of what we do

https://www.youtube.com/watch?v=KNWCeeUYjHE 

https://www.youtube.com/watch?v=dkb37jMtkWw&t=1s 

https://www.youtube.com/watch?v=O1dhvfZTRHQ 

And you can become a part of this too!

Initial consultancy contract (PE/FOP) to the end of the year with perspective to continuation.

Interested candidates are welcome to apply via a form with CV and cover letter.