Вакансія: Administrative Officer

Вакансія в проєкті “Відновлення для всіх”

Job Title: Administrative Officer.
Project Name: Recovery for All (RFA).
Location of Position: Alinea International Ltd.’s Kyiv National Office / hybrid.
Reporting to: Finance and Administration Director.
Remuneration: Fees are subject to negotiation and shall not exceed established market rates.
Indicative LOE/Time Frame: Full-time, Monday-Friday.

Citizenship: Ukraine.
Language Requirements: Excellent knowledge of Ukrainian, ability to speak and write clearly.
Advanced Proficiency in English (oral, reading and writing).
Application Deadline: July 29, 2025.

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 candidates will be contacted. No phone calls please.

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 37 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:

Recovery for All (RFA) is a seven-year (2025–2031) technical assistance project, funded by Global Affairs Canada and implemented by Alinea International.

RFA will support 50 war-affected municipalities take on the massive task of managing the damage that has been inflicted by Russia’s war against Ukraine. The aim of our work with municipalities is to help them build back better, not only in terms of reconstruction, but also socially and economically, so that people that have stayed in the municipalities not only survive this war, but can thrive. Each municipality has its own needs and priorities, so we will work with them to plan a recovery that meets those needs, build the capacity to attract financing and implement recovery initiatives, that serve the long-term development of municipalities to develop and to foster a better future for residents.

At the national level, RFA works with the Ukrainian government on recovery planning and coordination, ensuring different ministries and agencies collaborate effectively and together, that these efforts support Ukraine’s path toward EU integration.

RFA supports tracking and reporting on the Ukraine Plan through digital systems we have developed, allowing Ukraine to report efficiently, accurately and transparently to the EU, on its progress required for release of financial tranches under the EU Facility.

About the Work:

Based in Alinea International Ltd.’s Kyiv National Office and reporting to Finance and Administration Director, Administrative Officer will manage information requests, provide administrative support to the management team, maintain office and ensure regular and timely office supplies, support Program Director and internationals travelling to Ukraine, perform ad-hoc translations, manage program correspondence.

The Role:

Program Official Correspondence:

• Deal with incoming emails, calls, faxes and post.
• Maintain the register of incoming and outgoing letters.
• Take messages and direct phone and email requests for information appropriately.
• Conduct routine/general correspondence and mailings.
• Translate small documents and correspondence.
• Respond to the needs of the partner personnel for information and assistance in a timely manner.
• Prepare and manage documentation for RFA registration as technical assistance project, adding new beneficiaries/recipients to the Project registration card.
• Organize delivery of program correspondence and deliveries (Nova Poshta, Ukrposhta etc.).

Office Management:
• Serve as the focal point for all office-related inquiries and issues.
• Ensure effective day-to-day running of the office, including opening/closing routines, cleanliness, and maintenance.
• Monitor and manage office supplies (stationary, hygiene and cleaning products, drinkable water, coffee and tea, etc.).
• Monitor and manage office furniture and equipment, and arrange repairs as needed.
• Ensure uninterrupted electricity, water, and internet supply, work of the security system.

Provide General Logistical Support for Program Activities:

• Make all logistical arrangements for travel and stay of staff and consultants, including visas, accommodation, airline tickets or other transportation.
• Make all arrangements for program events, including: booking venues for events, catering, transportation, interpretation, video recording, streams.
• Maintain booking calendar for office premises.
• Serve as the focal point for internationals during their travels to Ukraine.
• Organize general and security briefings for internationals before and during their travel to Ukraine.
• Provide in-country support to the Program Director during her visits to Ukraine.
• Assist in managing the Program Director’s calendar and Travel Mission Schedule during her visits to Kyiv.

General Administration:
• Meet and greet guests/visitors of all level of seniority.
• Schedule and arrange meetings for Senior Management Team.
• Print and keep track of office attendance sheets.

Procurement:
• Maintain procurement log and prepare handover certificates for equipment and furniture.
• Draft contracts with the program suppliers.
• Perform market analysis and receive quotes for office supplies.
• Monitor, receive, and manage the exchange of signed invoices for services provided by suppliers.

Other tasks:

• Format and edit documents such as letters, work plans, reports and newsletters.
• Distribute publications and materials among program partners and other stakeholders.
• Print out and prepare documents for Program Director signature.
• Organize notarization of official Project documents when needed.
• Scan and format documents.
• Perform other administrative tasks as assigned by Program Director and Project staff.

Required Qualifications:

• Bachelors or equivalent degree in logistics, accounting, finance, business, economics or other relevant discipline.
• 3+ year of experience in administrative assistant, accountant, logistics support, events preparation or similar position is required.
• Knowledge of basic bookkeeping.
• Excellent computer skills.
• Ability to prioritize and manage time efficiently.
• High level of attention to detail.
• Previous experience with internationally funded projects is preferred.