Адміністративний/на асистент/ка для проєкту ЄС

Position Title: Administrative Assistant for an EU‑financed project

Location: Kyiv, Ukraine

Assignment Overview

The Administrative Assistant will support the Local Project Coordinator, Team Leader, and project team supporting all administrative, financial, logistical, and office‑management tasks related to project implementation. The position ensures smooth day‑to‑day operations of the project office, compliance with donor and NIRAS procedures, and efficient coordination with project counterparts and headquarters.

The Administrative Assistant (Kyiv) will report to the Local Project Coordinator and work under the supervision of the Team Leader and Project Manager.

This is a full‑time position, 09.30–18.00 daily, based in the project office centrally located in Kyiv. Working from home is not accepted unless approved by the Team Leader.                

The position is temporary for 6 months, with the possibility of extension.

Key Responsibilities

• Perform daily administrative services to ensure continues and efficient operation of the Project office, including supplies and services vital for the every day office routine.
• Provide technical support, including procurement of goods, services and works for the Project activities and Project office.
• Support in preparation of contracts including all supporting documents and maintain various records.
• Maintain an overview of expatriate staff’s visa and residence permit situation, and make necessary applications.
• Assist in managing finance operational tasks, as appropriate.
• Follow-up staff planning table (staff annual leave, sickness, unjustified absences, training) and prepare monthly reports.
• Assist in maintaining correspondence in English and Ukrainian with project stakeholders, service providers, and partners.
• Follow and register incoming correspondence and communications from the team members. Ensure that replies are sent in a timely manner. Keep record of all e-mails sent and all documents given for signature to the Team Leader.
• Maintain the stock of minor office supplies (including hospitality items), distribute stationery supplies, and update the stock cards, as appropriate.
• Assist in invoicing processes for local consultants and service providers.
• Ensure efficient flow, accessibility, and proper archiving of administrative documents (contracts, invoices, reports).
• Organize and coordinate overall services, including logistics for meetings, trainings, workshops, study visits, and conferences.
• Plan travel, accommodation, and logistics for project experts and visiting staff.
• Support compilation, formatting, editing, and quality control of project documents, reports, and training materials.
• Assist with translation and interpretation between English and Ukrainian when required.
• Liaise between the project office and NIRAS headquarters on administrative and operational matters.
• Perform other project‑related tasks as assigned by the Local Project Coordinator, Team Leader, or Project Manager. 

Welcome to submit your application and CV in English by e-mail to: [email protected]
and cc to [email protected] .                 
Please write “Application – Administrative Assistant” in the e-mail heading.                         
                         
Deadline for applications: 13 April 2026       
Please note that we will start evaluating applications as we receive them.