Адміністративний/на асистент/ка

Diakonie Katastrophenhilfe (DKH) is a German non-government organization (NGO) that renders humanitarian aid in 31 countries with 13 offices across the world. DKH supports people who are affected by crisis related to natural hazards, war, and displacement and focuses on locally led responses by working in collaboration with a global network of partner organizations. Fostering localized humanitarian action and a long-term equal partnership approach lies at the very core of our work. Continuously striving to facilitate mutual learning and capacity exchange, DKH aims to identify innovative and customized programmatic approaches and cooperation models. The organization actively seeks to shift power to local partners and communities through the transfer of decision-making opportunities to directly address their own priorities. DKH is part of the Protestant Agency for Diakonie and Development (EWDE) based in Berlin, Germany.

The Administrative Assistant holds a multifaceted role within the Operations Department of DKH Ukraine. This position combines the responsibilities of office management and personal assistant to the Country Representative while playing an active part in the organization’s accountability framework. In addition to managing internal processes and executive support, the role also serves as the hotline operator within DKH’s feedback and complaints mechanism. By coordinating administrative tasks and facilitating timely, confidential, and respectful communication with beneficiaries, partners, and stakeholders, the Administrative Assistant helps ensure responsive operations and strong organizational accountability.

DUTIES & RESPONSABILITIES: 

• Maintain a registry of the organization’s document flow to ensure transparency, control, and easy access to key internal and external documents.
• Maintain and regularly update contact lists of partners, staff, and stakeholders to ensure fast communication, efficient meeting organization, and timely information sharing.
• Maintain and structure folders on Google Drive to ensure organized, accessible, and up-to-date documentation for effective team collaboration.
• Upload internal documents, reports, photo documentation, and supporting materials to shared drives and keep them up to date to ensure centralized storage and easy access to essential information.
• Maintain a structured and up-to-date database of beneficiary feedback to ensure accuracy, completeness, and data protection for appropriate follow-up.
• Categorize beneficiary feedback received via the hotline by type (e.g., programmatic, protection and safeguarding, general inquiries) to enable proper routing to responsible staff and timely response.
• Coordinate calendars, prepare briefing materials, and arrange meetings for the Country Representative to ensure efficient scheduling and preparedness for both internal and external engagements.
• Support country office staff by addressing routine administrative and logistical requests related to travel arrangements, internal meetings, and office needs, to ensure smooth day-to-day operations.
• Support the Country Representative with external communications and scheduling to foster effective engagement with stakeholders and partners.
• Respond professionally and respectfully to calls, emails, and messages received via the hotline to ensure trust and quality communication with beneficiaries as part of the feedback and complaints mechanism.
• Coordinate follow-up on hotline inquiries with program staff and the safeguarding focal point to ensure appropriate and timely action based on the nature of the inquiry.
• Track the status of hotline responses and confirm resolution, to close the feedback loop and ensure full documentation.
• Organize and coordinate visits of international partners, including logistics, meeting arrangements, accompaniment, and necessary preparation to ensure appropriate representation of the office, guest comfort, and effective collaboration.
• Refer hotline inquiries to the MEAL Expert or safeguarding focal point based on the content of the feedback to ensure professional handling in line with confidentiality principles.
• Coordinate incoming and outgoing correspondence via postal and courier services using online tracking systems to ensure timely delivery and proper documentation.
• Maintain mobile phone service records and liaise with the mobile provider to ensure uninterrupted service and compliance with financial procedures.
• Organize domestic and international travel for staff and Country Representative, including bookings, insurance, car rental, and reimbursements, to ensure efficient and safe staff mobility.
• Procure office supplies (stationery, hygiene, hospitality) to ensure a well-equipped and professional working environment.
• Oversee office cleaning services to maintain hygiene, cleanliness, and adherence to workplace standards.
• Support the organization of internal events and training in coordination with relevant departments to ensure logistical readiness and a suitable environment.
• Contribute to the regular analysis and review of hotline data in collaboration with program and safeguarding teams to strengthen compliance and feedback mechanism and accountability.

TARGET SKILLS PROFILE

• Strong understanding of administrative systems and internal procedures, including document handling, office protocols, and logistics support.
• Familiarity with accountability, feedback, and safeguarding mechanisms, including maintaining confidentiality and ethical conduct.
• Practical knowledge of digital tools such as cloud storage systems (e.g., Google Drive), shared calendars, databases, and internal communication platforms.
• Awareness of internal organizational workflows and interdepartmental collaboration principles.                                                                                           
• Ability to communicate clearly, respectfully, and professionally with a wide range of stakeholders including staff, management, partners, and service providers.
• Strong written communication skills, including drafting emails, meeting notes, and recording hotline inquiries.
• Capacity to handle sensitive and confidential matters with discretion and cultural sensitivity.
• Ability to manage multilingual communication and maintain consistency in message delivery.
• Demonstrated ability to plan and organize daily tasks with minimal supervision, while adapting to changing priorities.
• Accuracy in maintaining administrative records, tracking follow-ups, and supporting documentation.
• Capacity to coordinate logistical arrangements (travel, venues, documentation) under time pressure.
• Ability to confidently use digital tools for workflow management and resource coordination (e.g., task trackers, calendars, shared platforms) to support smooth daily operations.

TARGETED SPEZIALIZED KNOWLEDGE

• Bachelor’s degree in business administration, office management, linguistics, international relations, or a related field.
• Professional working proficiency in English (minimum B2 level), both written and spoken, to support internal coordination and external communication.

What We Offer:
We are pleased to offer you the following benefits as part of your employment with our organization:

• 30 calendar days of vacation per year.
•  Medical insurance, life insurance, and military risk insurance after the successful completion of the probation period.
• Paid Sick Leave in case of illness.
• A hybrid work schedule to support a healthy work-life balance.
• Opportunities for training and skill development.
• Individual supervision sessions to support your professional growth and well-being.
•  Team-building events to foster collaboration and a positive work environment.

DKH is committed to fostering an inclusive and respectful working environment for all. We strictly prohibit any form of discrimination based on gender, race, ethnicity, religion, age, disability, sexual orientation, or any other personal characteristic. We value diversity and strongly encourage qualified candidates from all backgrounds to apply.

To apply for this position, please submit a cover letter, CV, and contact information for three professional references to  [email protected]. Please be informed that only candidates who are shortlisted will be contacted and invited for an interview. We appreciate your understanding and thank all applicants for their interest in joining our team.