Administrative and Operations Assistant

Job Title: Administrative and Operations Assistant

Location of Position: Ukraine, Kyiv (hybrid)

Reporting to: Project Manager

Remuneration: Fees are subject to negotiation in line with market rates

Indicative LOE/Time Frame: Part-time (12 days per month) December 2026- October 2027

Citizenship: Ukrainian (preferred)

Language Requirements: Fluency in Ukrainian and English required

Application Deadline: 3 December 2026

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 (Curriculum Vitae).

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. We work with governments, investors, companies, and communities to create lasting change. With nearly 40 years of experience, Alinea has successfully delivered more than 1000 projects worldwide. alineainternational.com

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. 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.

About the Role: The Administrative and Operations Assistant will provide administrative, logistical and operational support to the project team, ensuring that systems and processes run smoothly, records are accurate and up to date, and the project remains compliant with donor, company and Ukrainian regulatory requirements.

Key Responsibilities:

Administration

· Provide general administrative support to the Project Manager and project team.

· Maintain project filing systems (electronic and hard copy) in line with company data protection and information management requirements.

· Draft, translate and proofread routine correspondence and documents in English and Ukrainian.

Operations and logistics

· Organise logistics for project events, workshops and trainings, including venues, equipment, interpretation, catering and participant travel.

· Arrange in-country travel, accommodation and transport for project staff and visiting experts.

· Manage office supplies, equipment and asset registers, and liaise with service providers.

Finance and procurement support

· Collect, check and file invoices, receipts and supporting documentation in line with donor and company financial procedures.

· Support the preparation of monthly expenditure reports and petty cash reconciliations.

· Support local procurement processes, including obtaining quotations, preparing comparison sheets and maintaining procurement records to demonstrate value for money.

Required Qualifications:

· Degree in business administration, economics, international relations or a related field, or equivalent professional experience.

· At least three years' experience in an administrative or operations role, preferably on internationally funded projects.

· Experience in event logistics, local procurement and basic financial administration.

· Fluent Ukrainian and professional working English (written and spoken).

· Proficiency in Microsoft Office (Word, Excel, Outlook, Teams).

Desirable

· Demonstrable experience of registering international technical assistance projects in Ukraine and managing related reporting and tax exemption procedures.

· Experience working on projects funded by the UK Foreign, Commonwealth and Development Office (FCDO), with familiarity with FCDO compliance, financial, value for money and reporting requirements.

· Awareness of safeguarding, duty of care and anti-fraud standards applied on FCDO and other donor-funded programmes.

· Experience of working with Ukrainian government institutions and beneficiary agencies.

Skills and Competencies

· Strong organisational skills and attention to detail, with the ability to manage competing priorities and meet deadlines.

· Proactive, solutions-focused approach and ability to work independently with limited supervision.

· Good interpersonal and communication skills, with the ability to engage professionally with government counterparts, suppliers and international colleagues.

· High standards of integrity, discretion and confidentiality.