Адміністративний/а асистент/ка / Administrative Assistant

Job Title: Administrative Assistant
Project Name: Supporting Adaptive Defence Reform II
Job Type: Full-time
Location of Position: Kyiv, Ukraine (office)
Reporting to: Head of Board
Remuneration: Fees are subject to negotiation in line with market rates
Indicative LOE/Time Frame: Full time, May 2026 – March 2027 (with possible extension)
Application Deadline: 19 May 2026

Application Instructions:

1. A cover letter is mandatory to be considered. Cover letters should effectively align your skills and experiences with the specific job responsibilities outlined in the position’s description, demonstrating your aptitude and enthusiasm for the role, your daily fee and current availability.
2. Click the “Apply Now” link to upload your cover letter and CV in English.
3. Only successful shortlisted candidates will be contacted.

Alinea is an international development consultancy providing technical and management expertise that helps people improve their lives. Alinea works with governments, investors, companies, and communities to create lasting change. Over 39 years, Alinea has successfully delivered more than 1,000 projects worldwide. For more information, please visit Alinea International website.

Alinea International does not charge a fee at any stage of the recruitment and hiring process. All offers of employment or job opportunities with Alinea International that include any form of a request for payment of fees or collect information on bank accounts are fraudulent. Any requests for such payment or information should be refused and reported to your local law enforcement authorities for appropriate action and to Alinea International.

At Alinea International we value diversity, equity, inclusivity, accessibility and belonging in everything we do. We are an equal opportunity employer opposed to all forms of discrimination. We actively seek and encourage applications from people of diverse backgrounds recognizing that an inclusive workforce enriches our organization and achieves smarter, more innovative results.
Alinea is committed to the protection of children and vulnerable adults. Due to the nature of our work, all candidates will be subject to due diligence checks and extensive background checks where appropriate.

Project Description: 

The FCDO commissioned NGO EDGE to implement the project “Supporting Adaptive Defence Reform – II” (SADR-II), building on the foundations laid by its predecessor programme. The project forms part of the UK government’s broader commitment to strengthening defence governance and institutional resilience in partner countries, in line with FCDO’s wider security sector reform objectives.

About the Work: 

As Alinea’s operations in Ukraine continue to grow, we are looking to fill an Administration Assistant position in our core office as well as in support of our portfolio of UK government-funded projects.
Based at our office in Kyiv, you will provide administrative support to a team of managers, project designers and implementing partners working in a truly global team (4 time zones) across Ukraine, the UK and Canada. We take the security of our staff seriously and, therefore, adapt our working practices to the current security situation, which we continuously re-evaluate. This would be an excellent opportunity for a junior professional to start a career in international development and transition to programmatic roles later.

Key Responsibilities: 

Reporting to the Head of Board, you will be responsible for the daily running of the administrative affairs of the project. Duties include meeting organization, coordinating agendas across countries, document flow and other administrative tasks.
Amongst other duties, the Administration Officer will be responsible for:

• Correspondence and meeting management (MS Teams/Zoom)
• Formatting documents according to branding standards
• Drafting notes to file, meeting minutes, official letters
• Local office administration and procurement
• Management of the SharePoint file system
• Management of MS Teams work environment
• Office asset management
• Procurement of local vendors/suppliers/service providers
• Agenda preparation
• Basic finance management
• Travel planning and organization

Qualifications and Requirements:

A motivated, energetic individual focused on keeping things organized. A self-starter, able to operate across time zones and countries and work effectively in a cross-cultural environment. You remain undeterred in uncertainty and provide clarity and practical and supportive operational management of the organization’s day-to-day activities. Experience with office-level finance management would be an asset.

• At least Bachelor’s Degree
• British English (B2 or C1) will be your primary working language as well as the working language of the client
• Native Ukrainian to work with local suppliers and stakeholders
• 2+ years of experience of professional experience, not mandatory yet preferable in an international NGO environment
• Strong people skills and an ability to organise cross-cultural teams working remotely
• Ability to work independently in a remote working environment
• Exceptional team player with strong interpersonal skills demonstrated by the ability to work in a multi-stakeholder environment
• Proactive problem-solver. This one is critical
• Knowledge of online collaboration tools. We work on Teams, but if you dig Notion, you’ll figure it out
• Comfortable with essential finances and contracting/desire to learn