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Administrative Assistant

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Project Expedite Justice

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Location:
Ukraine , Kyiv

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Category:
Office Administration

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Contract Type:
Not provided

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Salary:

Not provided
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Job Description:

PEJ seeks a highly organized, proactive, and dependable Administrative Assistant to provide comprehensive administrative, logistical, and operational support to the Ukraine Legal and Program Director (LPD). The Administrative Assistant will play a critical role in ensuring the smooth functioning of daily operations, supporting program delivery, managing documentation and workflows, coordinating logistics, and serving as a key administrative point of contact for the Ukraine program. The position is based in Kyiv, with work conducted primarily online. Regular availability for in-person administrative and logistical tasks in Kyiv is required. The Administrative Assistant will report directly to the Ukraine LPD and work closely with both Kyiv-based and international team members.

Job Responsibility:

  • Manage calendars and coordinate internal and external meetings across time zones
  • Prepare agendas, take meeting notes, and track follow-up actions
  • Draft, format, proofread, and organize internal documents, correspondence, and reports
  • Maintain structured digital filing systems in line with PEJ standards
  • Provide administrative support related to travel planning, reimbursements, and documentation
  • Perform data entry, tracking, and administrative record-keeping as required
  • Act as a reliable administrative focal point for the Ukraine program
  • Collect, organize, archive, and retrieve administrative and operational documents
  • Support procurement processes, including preparing documentation and maintaining vendor records
  • Assist in compiling administrative inputs for donor reports, internal updates, and audits
  • Ensure confidentiality and secure handling of sensitive information
  • Collect, deliver, and submit documents within Kyiv
  • Coordinate scanning, printing, notarization, and certification of documents as needed
  • Support logistical arrangements for in-person meetings, trainings, and partner engagements
  • Liaise with service providers, couriers, and local vendors when required
  • Communicate clearly, professionally, and promptly with PEJ staff, consultants, and partners
  • Support coordination between Kyiv-based staff and remote international teams
  • Participate in team meetings and contribute to improving administrative systems and workflows
  • Anticipate administrative needs and propose practical solutions

Requirements:

  • University degree in administration, management, social sciences, law, or a related field
  • At least 2 years of relevant administrative, operational, or office support experience
  • Strong organizational and time-management skills
  • Reliability, discretion, and professionalism
  • Ability to work independently and proactively in a remote environment
  • Proficiency in Microsoft Office / Google Workspace
  • Fluency in Ukrainian and advanced English proficiency required

Nice to have:

  • Previous administrative or office support experience
  • Experience supporting NGOs or international organizations
  • Familiarity with online document management systems
  • Comfortable with occasional in-person tasks in Kyiv
  • Candidates with a driving license are preferred

Additional Information:

Job Posted:
January 09, 2026

Employment Type:
Fulltime
Work Type:
Remote work
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