Administrative Secretary

Part-time Job: 3 working days per week (9.00-18.00)

Role: As an Administrative Assistant at Geneva Call in Odesa, you play a key role in providing administrative support to the team, to ensure the smooth implementation of activities to contribute to the promotion of the Laws of Armed Conflict (LoAC/IHL) training programs, international norms and practices on the ground in Ukraine. You are a dynamic and organised team member, and contribute to the general administration, project support, records management, procurement and office maintenance.

Mission: Geneva Call, registered and active in Ukraine since 2018 and with offices in cities including Kyiv, Kharkiv, Dnipro, and Odesa, has a strong partnership with the Ukrainian community and international partners. The organization focuses on providing training related to the LoAC/IHL, collaborating closely with the military, volunteers, and local authorities. It uses the expertise of Ukrainian veterans and active military members to provide specialized training and initiatives like the Code of Warriors of Light, reflecting Ukraine’s spirit.

The organization’s mission is to support Ukraine’s commitment to law and international standards, rather than investigating conflict law violations. Geneva Call emphasizes good practices within the Ukrainian military, offering guidance on the practical application of national and international conflicthumanitarian laws through tailored field training, particularly for military operators. This approach helps in making sound, ethical decisions in difficult combat situations and strengthens Ukraine’s alignment with global standards, contributing to the nation’s international objectives.

Main activities:

• Reporting on the distribution of printing materials
• Booking venues and catering services
• Submitting Travel Request Forms (TRF)
• Conducting procurement activities, including bid analysis and purchase requests
• Preparing memos for events and trainings
• Collecting receipts and supporting documents, then uploading them to SharePoint
• Managing the fixed assets register
• Assisting with internal travel ticket bookings.
• Make hotel reservations, and purchasing office supplies (coffee/tea, stationery, household items, cleaning services, courier services, and loader services)
• Serving as the point of contact for internal and external inquiries, providing information and assistance as needed
• Assisting with translations between Ukrainian and English
• Other administrative tasks as assigned by the line manager.

Selection Criteria:

• Education: Secondary school diploma required. A bachelor’s degree in business administration, public administration, or a related field is advantageous.
• Experience: Proven experience in administrative roles, preferably within non-profit or humanitarian organizations. Event coordination, document preparation, and database management experience is highly advantageous.
• Teamwork and Independent Operation: Demonstrated ability to work effectively both independently and as part of a team. Known for excellent interpersonal skills, capable of networking effectively in multicultural settings and maintaining strong professional relationships.
• Technical Proficiency and Responsiveness: High competency in MS Office, particularly Excel, and comfort with electronic banking operations and financial software. Ability to react promptly to urgent situations and willingness to travel to high-risk areas, including conflict zones.
• Languages: Ukrainian. Proficiency in English (minimum B2 / C1 level)

BenefitsPackage:

• Competitive Salary Package
• Comprehensive Premium Medical Insurance
• Extensive Accident Insurance
• Flexible Work Arrangements: Highly adaptable work schedule including remote work-from-home options every Friday, potential for additional remote days upon approval from the line manager (typically granted), flexible working hours, and the ability to work from different Geneva Call office locations.  
• Generous Annual Leave: 35 calendars days annual
• Compensatory Time: Provided for any work conducted outside the standard schedule.  
• Travel Support: Accommodation and per diems covered for work-related travel outside the contracted office region and/or excessive times and/or distances traveled, in accordance with Geneva Call’s travel policy.  
• Professional Development Opportunities: Access to funding for training, including language courses and specialized workshops.  
• Essential Work Equipment: Provision of a laptop, mobile phone (including two pre-paid SIM cards), and Geneva Call branded merchandise such as jackets, travel mugs, and other materials.  
• Robust Safety and Security Support: Includes the possibility of domestic relocation support to alternative Geneva Call office locations in case of increased violence, safety and first aid training and workshops from Ukrainian specialists, and provision of safety equipment for select staff residences in certain locations, such as backup power stations, blast-proof window filming, and first aid kits to support work-from-home requirement in cases of such needs to avoid risks. All Geneva Call offices are equipped with standard safety resources.  
• Office Amenities: Complimentary coffee, water, and additional refreshments available at Geneva Call offices.  
• Vibrant Work Environment: Multicultural and friendly team atmosphere with a close-knit group of around 40 staff members across the Ukraine program.