Administrative and Procurement Assistant (Part-Time)

Work Location: Kyiv, Ukraine
Requisition Number: 995
# of Openings: 1


The Administrative and Procurement Assistant provides administrative and procurement assistance necessary for the day-to-day administration of Freedom House's field office in Kyiv office and its activities focused on human rights and democratic development. Duties include, but are not limited to, logistical coordination, office and administrative tasks, preparation of financial documents, and administration of procurement procedures.

The Administrative and Procurement Assistant is a temporary part-time position (20 hours a week) based in Kyiv, Ukraine and will report to Kyiv Office Director. The temporary position ends in December 2019; however, Freedom House may transition it to regular and/or full-time position, subject to performance evaluation and availability of funding.

Essential Duties and Responsibilities

  • Track and update program expenditures on a daily basis
  • Prepare expense reports for program expenditure in compliance with Freedom House, donor, and Ukrainian regulatory requirements
  • Coordinate logistics for meetings, public events, and travel, including procurement with vendors for meeting space, invitation lists, catering, and travel
  • Assist in collecting and reviewing invoices, acts of acceptances and other relevant documents from suppliers
  • Prepare payment requests in full compliance with Freedom House and donor requirements
  • Assist the Program and Administrative Officer in maintaining up-to-date procurement files and documents to ensure that the procurement process, decisions, and contractual agreements are accurately documented for accountability and audit purposes
  • Work with relevant team members to ensure adequate documentation is secured in support of various project events such as field trainings and workshops, work planning workshops and other meetings involving staff and other stakeholders
  • Assist the Kyiv office staff in the implementation of project activities to ensure successful achievement of project objectives and reporting requirements
  • Resolve all job-related problems promptly, and escalate unresolved issues as necessary
  • Other related duties as assigned

Minimum Qualifications

  • Bachelor's degree or equivalent required (preferred fields: Human Rights, International Relations, Law, Journalism, Public Communications, or similar)
  • Two years related financial administration and/or procurement experience, preferably in the non-profit sector
  • Knowledge of accounting principles and grant-related compliance requirements, experience with US government procurement rules and processes a plus
  • Strong ability to communicate effectively in English, both verbally and in writing
  • Professional fluency in Ukrainian and/or Russian, both verbally and in writing
  • Mastery of MS Office Suite, and ability to accurately type minimum 40 words per minute
  • Ability to apply superb attention to detail and consistently produce timely and error-free work
  • Ability to accept and complete administrative tasks with a can-do attitude
  • Ability to maintain the highest degree of confidentiality regarding all aspects of work at all times
  • Strong ability to apply interpersonal skills, and successfully work in a diverse and multicultural environment with a high degree of ambiguity
  • Strong ability to work independently with minimal supervision, plan, organize, prioritize work, and multi task to meet tight deadlines
  • Excellent time keeping and attendance at all times


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