Administrative Assistant (Forensic)

The Administrative Assistant will provide efficient office operations support, coordinate communication, manage documentation, organize meetings and events, and support field activities and departmental processes within the Protection (Forensic) Unit in Kyiv.

Responsibilities

• Provide administrative and operational support to the Forensic Department and its activities
• Manage incoming and outgoing correspondence, mail, phone calls, and visitors
• Maintain accurate electronic and paper filing systems, including Teamspace and other information management tools
• Coordinate communication and information flow within the department and with internal and external stakeholders
• Organize meetings, workshops, trainings, and field-related events, including logistics, travel, accommodation, and participant coordination
• Support administrative and financial processes, including invoices, working advances, service requests, and budget-related follow-up
• Coordinate office operations, including office supplies, contact databases, and liaison with support departments (Logistics, ICT, HR, Administration, Welcome, etc.)
• Provide administrative support for field activities, staff onboarding, and preparation of briefing materials
• Assist with reporting, data collection, document preparation, and unofficial translations as required

Requirements

• Ukrainian citizenship or permanent residence permit in Ukraine
• High school diploma or equivalent education/training
• Minimum of two years of proven experience in secretarial, administrative, or office support roles
• Professional fluency in English, Ukrainian, and Russian (written and spoken)
• Proficiency in computer applications, including word processing, spreadsheets, and email management
• 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

Skills

• Secretarial Support
• Administrative Support
• Office Support
• Document Management
• Meeting Coordination
• Event Organization
• Field Activity Support
• Communication Coordination
• Word Processing
• Spreadsheet Management
• Email Management
• Task Prioritization
• Independent Work
• Teamwork in Multi-cultural Environment

Languages

English, Ukrainian, Russian