Administrative Finance Assistant

Job Title: Administrative Finance Assistant 

Location of Position: Ukraine, Kyiv

Reporting to: Executive Director/ TL  

Remuneration: Fees are subject to negotiation and shall not exceed established market rates.

Indicative LOE/Time Frame: Consultant, Full time  

Language Requirements: Must be fluent in English, and Ukrainian

Application Deadline:  13th of February 2025

Application Instructions:

* Cover letter is mandatory to be considered. Cover letters should detail how your experience and qualifications match the opportunity, your daily fee and current availability.

* To apply for this position, please click the Apply Now link.

* Only successful candidates will be contacted. No phone calls please.

About Alinea: 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. Over 37 years, Alinea has successfully delivered more than 515 projects worldwide.

Equal Opportunity, Due Diligence and Fraud Statements: At Alinea International we value equity, diversity, and inclusivity 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. 

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.

About the work: As Alinea’s operations in Ukraine continue to grow, we are looking to fill an administrative finance assistant position in our core office as well as in support of our portfolio of UK government-funded projects. 

Based at our office in Kyiv, you will provide administrative support to a team of managers, project designers and implementing partners working in a truly global team (4 time zones) across Ukraine, the UK and Canada. We take the security of our staff seriously and, therefore, adapt our working practices to the current security situation, which we continuously re-evaluate. 

This would be an excellent opportunity for a junior professional to start a career in international development and transition to programmatic roles later. 

We seek a highly motivated and organized professional to join our team as an Administrative Finance Assistant. The ideal candidate will be a self-starter with the ability to work effectively across time zones and in a cross-cultural environment. Exceptional at operating in uncertain conditions, this individual will provide clarity and effective day-to-day operational management support. Experience with office-level finance management is an asset. Reporting directly to the Executive Director/ TL, the PMU Administrative Finance Assistant will be responsible for ensuring the efficient day-to-day administrative operations of the project. Primary duties will encompass:

Key Responsibilities: 

•         General support to the TL and project team in terms of administrative assistance, office management, correspondence, record keeping and finance tracking.  
•         Supporting the TL and project team in organisational, logistical and technical matters, inc. scheduling offline events and virtual meetings across multiple time-zones; drafting written materials in Ukrainian/English languages, providing translation support, and similar. 
•         Helping or arranging contacts, attending meetings and drafting, disseminating minutes. 
•         Assisting the TL and project team in monitoring and reporting tasks (if relevant) 
•         Developing high-quality presentations and project update materials adhering to branding guidelines (PPT, Canva, etc.). 
•         Maintaining organised file management systems and collaborative workspaces (SharePoint, MS Teams). 
•         Supporting the project team in organisational and technical matters, including assistance to solve travel, accommodation and other related issues. 
•         Assisting the PM and FM with the project’s financial expenditure; ensure the procurement compliance and policies are followed; maintain finance records and process invoices in liaison with the FM; assemble the project claims for audits. 
•         Developing and maintaining close working contacts with Ukrainian officials involved in the project, the project’s leaders and management team. 
•         Performing any other aspects which may be in line with the role. 

Qualifications and Experience: 

•         Bachelor’s degree in Business Administration, Economics, Public Administration, Finance, or related field. 
•         Minimum 2+ years of progressively responsible professional experience in administrative assistance of project implementation and management preferably in a civil service, NGO, or international organisation environment.  
•         Exceptional organisational and multitasking capabilities. 
•         Proven ability to work effectively with cross-functional teams across multiple time zones and locations. 
•         Flair for numbers and management of project finances, experience with administrative and procurement procedures. 
•         Tech-savvy with expertise in MS Office suite, online collaboration tools (Teams, Notion, Canva, PPT and etc.), and virtual meeting platforms. 
•         Strong interpersonal skills and professional demeanor, combined with a proactive problem-solving mindset and keen attention to detail. 
•         Native Ukrainian speaker with professional proficiency in written and spoken English. 
•         Ability to work on-site at the Kyiv office location.