Administration & Logistics Assistant

Administration & Logistics Assistant (Kharkiv)

Reports to: HR, Administration and Finance Manager

Contract of employment: initial 2-month contract (as a probationary period), followed by an extension to 9-month fix-term contract.

Hello Hello!

So you’re interested in joining us? Welcome, we’re happy you’re here.

When you Join Alight, you’ll find…

A team with deep experience in co-designing solutions that create new value around the world. We know we need to always be better, and we believe in the power and abundance of everyday people, everywhere, to change the world with us.

A culture of radical accountability to our customers –as we help build a meaningful life for and with the displaced, we ask them what they want and then deliver on it.

An organization that refuses to settle for anything less than delivering human-worthy services.

If you are looking to be part of a living, breathing, ever-changing organization full of disrupters and doers, then read on! 

Our Purpose and Work in Europe and Ukraine 

In Europe and Ukraine, Alight supports communities affected by the war through a combination of immediate assistance and longer-term recovery programs. Our work focuses on restoring safety, dignity, and resilience for people whose lives have been disrupted by prolonged conflict.

Alongside rapid, practical support that responds to urgent needs, we implement longer-term initiatives that strengthen mental health and psychosocial wellbeing, support veterans and their families, and help communities recover through access to energy, winterization, and essential services. We work closely with local partners, authorities, and international teams to design solutions that are context-driven, adaptable, and rooted in community priorities.

Our response in Ukraine and the region continues to evolve with the realities on the ground, shaped by close collaboration with our team based in Kharkiv, who work directly alongside communities to adapt and deliver programs where they are needed most.

Who We Are

We are on a journey to build Alight, a new platform of amazing people and organizations providing lifesaving services and creating breakthrough solutions for and with the displaced (wearealight.org).

Alight is an Equal Opportunity Employer offering employment without regard to race, color, religion, gender, sexual orientation, sexual expression, gender identity, gender expression, age, national origin, citizenship, physical or mental disability, or protected veteran status. Alight complies with all applicable laws governing nondiscrimination in employment.

We strive to represent the diverse communities we serve. Applicants who contribute to this diversity and those who bring lived experience with displacement are strongly encouraged to apply.

THE ROLE:

Based in Kharkiv, the Admin & Logistics Assistant supports the team with administrative and logistics tasks and ensures the smooth day-to-day operation of the office. You’ll be guided by and receive support from the HR, Administration and Finance Manager.

Primary Roles & Responsibilities:

Administration area:

• Support in administration activities:
  • Scheduling meetings and supporting visitors with hotel bookings.
  • Providing administrative support to the office and team.
  • Managing office supplies and supporting office functionality.
  • Supporting onboarding logistics for new staff (calendars, basic arrangements).
  • Registering documents in the proper register, scanning and uploading them to OneDrive.
  • Supporting preparation of simple administrative communications (emails, memos).

Logistic area:

• Support in logistics activities:
  • Supporting day-to-day logistics operations of the office.
  • Receiving and checking deliveries and shipments against waybills and purchase orders.
  • Assisting with basic inventory and asset records.
  • Supporting logistics and procurement documentation (filing, scanning, record keeping).
  • Supporting logistics arrangements for meetings, trainings and office activities.
  • Supporting staff travel and accommodation arrangements when required.

Qualifications:

We’re looking for the following education, technical skills, & knowledge:

• 1–2 years of experience in administrative, finance, or management roles within an international NGO or business environment
• Bachelor’s degree in Finance, Accounting, Business Administration, or a related field
• Good knowledge of MS Office, including Excel
• Fluency in Ukrainian, strong knowledge of English will be an advantage (!), with the ability to communicate effectively both verbally and in writing
• Knowledge of non-profit organizations and fund accounting will be an asset

Key Behaviors & Abilities:

• Flexible and analytical thinking and ability to adapt to change
• Demonstrated attention to detail, following procedures, meeting deadlines, working and problem-solving independently and cooperatively
• Ability to work effectively with a diverse team in a sensitive environment
• Effective communication skills, both written and verbal
• Strong interpersonal and organizational skills
• Strong ethical standards and high level of integrity

So, are you interested in joining us? Welcome, we are happy you are here.

What we offer:

• Official employment, salary fixed in USD.
• Life insurance and private medical care, 26 vacation days annually.
• Meaningful work in a mission-driven organization supporting communities affected by the war in Ukraine
• A collaborative, respectful, and supportive team culture
• Opportunities to learn, grow, and contribute to programs with real impact on the ground
• Individual and group psychological support.