We are looking for an Administrative Assistant to join our team in Odesa.

The incumbent should be ready for occasional duty trips to the head office in Kyiv and other parts of Ukraine.

The estimated commencement of duties is April 2021.

Your tasks and responsibilities

Under the overall supervision of the Country Director and in close cooperation with the national Finance Officer, the Administrative Assistant will support the implementation of forumZFD’s programme in Odesa and the region by:

• Carrying out logistical and administrative tasks in relation to the planning and implementation of the forumZFD programme in Odesa and the region.
• Scheduling and organization of meetings and appointments (both internal and external).
• Providing administrative and logistical support to the team for the organization of seminars, workshops, conferences and other events.
• Making travel arrangements for team members, project partners, as well as attendees at project events.
• Backstopping the Finance Officer in performing finance duties such as verification of incoming invoices and preparation of payment orders for settlement from the bank.
• Ordering and maintaining office supplies and materials.
• Handling documentation including maintenance of records, files, forms, payments and incoming-outgoing correspondence; maintaining of electronic and hard copy document filing system; maintaining procurement request forms for expenditures and other forms and paperwork as required.
• Accompanying staff members during working meetings and events providing interpretation, keeping minutes and further reporting.
• Support the Programme Office visibility and communication activities.
• Providing any other office support, as needed.

Your profile

• Completed secondary education, bachelor’s degree in a related field will be an asset.
• At least three years of administrative experience, preferably with international NGOs.
• Demonstrated experience in dealing with administrative and financial processes, and organization of meetings, conferences and other events and handling their logistical aspects.
• Professional fluency in the English, Ukrainian and Russian languages, both oral and written.
• Organizational skills and ability to meet deadlines.
• Computer and Internet proficiency.
• Ability to work with people of different nationalities, religions and cultural backgrounds.
• Willingness to travel frequently throughout Ukraine.
• Ukrainian citizenship.

Our profile

Forum Ziviler Friedensdienst e.V. (Forum Civil Peace Service, forumZFD)
forumZFD supports people involved in violent conflicts on the path to peace and strives to help overcome war and violence. forumZFD is currently working with peace consultants in Germany as well as ten other countries in Europe, the Middle East and South East Asia. Its Academy for Conflict Transformation offers a learning space for professionals engaged internationally in peace work. Through dialogue events, educational work and campaigns, forumZFD actively advocates for civil peace policy.

forumZFD is recognized by the German federal government as a member of the Civil Peace Service (CPS) consortium. It finances its work through public and private grants, donations and membership fees. Currently, forumZFD in Ukraine operates through its offices in Kyiv and Odesa and works with Ukrainian partners in the fields of civil conflict transformation and peace building.

Our offer

We offer an attractive position with a fixed term contract in a growing German organization, competitive salary and a friendly working atmosphere where team spirit is held in high regard. We also offer participation in qualification and professional development courses where appropriate.

As an Administrative Assistant working with forumZFD, you will get engaged in the innovative field of conflict transformation and peace building and contribute with your ideas and skills.

The duration of the employment contract will be initially for 1 year, with 3 months’ probation, and upon satisfactory performance there is possibility for extension.

Your application

Please send your application (letter of motivation and CV) to [email protected] with subject: Administrative Assistant-last name, first name, not later than Friday, 19 March 2021 CoB.

CVs and resumes created through online generators as well those sent via forumZFD Facebook will not be taken into consideration.

We are looking forward to your application!