Administrative Assistant for Protection – Kyiv– 877165

The International Committee of the Red Cross (ICRC) is an impartial, neutral, and independent organization whose exclusively humanitarian mission is to protect the lives and dignity of victims of armed conflict and other situations of violence and to provide them with assistance. The ICRC is mandated to work in countries affected by armed conflict or other situations of violence. The ICRC is present in over 100 countries and has 18,000 staff worldwide. In 2014, the ICRC expanded its presence in Ukraine. Over 900 team members work across the county in various professional fields. 

About the job 

Our Protection Unit is seeking a skilled and dedicated Administrative Assistant to join our team in Kyiv. The primary focus of this role is the management of Prisoners of War correspondence, commonly referred to as “Geneva Conventions letters”. The Administrative Assistant will provide essential administrative and logistical support to facilitate the implementation of protection programs. Additionally, the role involves contributing to efficient operations through accurate activity reporting, effective information management, and financial documentation, ensuring alignment with the ICRC’s protection objectives and the delegation’s strategic goals. 

Start date: January 2025 

Your Tasks and Responsibilities

• Managing correspondence for Prisoners of War, including handling “Geneva Conventions letters”, ensuring timely and accurate processing
• Creating and maintaining paper and electronic records, utilizing specialized tools and databases to ensure organized and up-to-date documentation
• Drafting, editing, and finalizing correspondence, reports, meeting minutes, internal presentations, and official documents for internal and external communication
• Updating and maintaining planning tools, charts, and schedules while ensuring timely follow-up on invoices and administrative matters
• Coordinating and organizing meetings, including room preparation, material availability, and technical support for video and conference calls
• Performing general administrative tasks, such as photocopying, document destruction, and managing office supplies and stationery
• Applying information management protocols and ensuring compliance with policies and procedures for data handling and security
• Managing petty cash, adhering to ICRC accounting and safety guidelines, and ensuring proper tracking and documentation of expenditures 

What we offer you

• A great team to work with and an organization where you have an impact
• Employment contract according to Ukrainian labor law with flexible working arrangements 
• Competitive salary between UAH 36,000 and 52,000 (gross) before taxation
• Medical insurance for you and your depending family members
• Comprehensive onboarding and learning opportunities
• 20 days of annual paid leave
• Convenient office location in the city center 

The ICRC is an equal-opportunity employer that prioritizes staff safety and security. We are committed to diversity and inclusion within our workforce and encourage qualified female and male candidates of all backgrounds, including candidates with disabilities, to apply for the position. We also value our employees' professional growth and offer a supportive and inclusive work environment. For more information, visit the website http://www.icrc.org/.

About you

To be successful as an Administrative Assistant in the Protection Unit, you should possess the following qualifications and experiences and have the following characteristics:   

• Ukrainian citizenship or permanent residence permit in Ukraine
• High school diploma or equivalent training
• At least two years of professional experience in a secretarial or administrative position, with a proven track record of supporting organizational tasks
• Strong organizational abilities with a meticulous and systematic approach to managing tasks and prioritizing work
• Previous experience in organizing events is an asset
• Good oral and written communication skills in both Ukrainian and English  
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint), SharePoint, Team Space, and Outlook 
• Self-motivated with a strong commitment to teamwork and humanitarian principles
• Flexible, enthusiastic, and willing to learn
• Ability to work independently, as well as effectively under supervision
• Ability to organize and prioritize multiple tasks
• Ability to work within a diverse team and establish and maintain good working relations in a multi-ethnic, multi-cultural, and multi-disciplinary environment 

Interested? Yes? THEN APPLY!

Please submit your English CV, along with your motivation letter and salary expectations, to the attention of the ICRC People and Culture Team. Please label your CV with your first and last names (First Name LAST NAME). In addition, please complete the compulsory ICRC questionnaire. The questionnaire is available through the following link: https://forms.office.com/e/APw3dvQMHJ. (Click on the link or copy the link into your internet browser.)

Your application will be considered only once you have completed the ICRC questionnaire and uploaded your English CV .

Application deadline:   26 January 2025

Only candidates meeting the abovementioned criteria will be contacted to move forward in the recruitment process.

The ICRC reserves the right to re-issue the vacancy, cancel the recruitment process, offer a position at a lower grade, with an adjusted job description or different duration, or to recruit a candidate who matches the required profile before the deadline.