HR and Administration Technical Assistant East Ukraine Kharkiv

  • Location:
  • Salary:
  • Job type:
  • Posted:
    7 days ago
  • Category:
    Administration, Human Resources
  • Deadline:
    December 8, 2022




This position is for Ukrainian nationals only. 

We are looking for a national HR and Administration Technical Assistant to join our team in Kharkiv – Ukraine.

What you will do: 

  1. Adhere to NRC policies, tools, handbooks and guidelines
  2. Assist with the implementation of the support function portfolio according to plan of action
  3. Prepare and develop status reports as required by management
  4. Ensure proper filing of documents for all administrational and HR documents according to procedures
  5. Promote and share ideas for improvement of the support function
  6. Contribute to identification of protection risks and needs in the context of program implementation
  7. Assist preparing the office/boardroom for meetings, conferences and other events. Handle catering and other related services
  8. Assist with the registration of NRC projects with the Ministry of Economy (if needed)
  9. Any other duties that will be assigned by CD/HR Manager.

Specific responsibilities


  • Perform all administrative tasks to ensure the smooth operation of office (office and mobile suppliers, landlords and cleaners, all other involved persons/entities checking the counters for utilities, correctness of bills for services provided, assist in collection of documents)
  • Assist in drafting letters, cover letter for official correspondence. Reply to general information requests with the accurate information. Sending receiving, distributing and filing incoming and outgoing letters, mail and other documents for Kyiv office
  • Organize and schedule meetings and appointments when and if needed. Greet clients/suppliers/visitors to the NRC in a professional and friendly manner
  • Assist with administrative tasks and provide research and administrative support to individuals, where necessary
  • Translation of official documents both written and real-time verbal (if needed)
  • Deal with official employment institutions (if needed)
  • Assist with organizing of events (if needed)
  • Assist (ad-hoc) in initiation of procurement procedures using Agresso Procurement system
  • Ensure smooth operations of office cash flow by controlling daily office expenses, preparing weekly and monthly cash count reports, cash requests and accountability reports on constant bases.
  • Supervise the cleaner/s


  • Assist with reference check for selected candidates
  • Keep contact list and employee list updated
  • Ensure timesheets are in place
  • Assist with international staff: visa issuance, residence permits and prolongations, arrival brief and vacation schedule shall be kept updated
  • Ensure training system is running smoothly: tables of “employee skills matrix” and “training received” are updated; trimester (and monthly) plans are made and approved; trainings are held (with suppliers, PR, POs etc.).

What you will bring:

  • Higher level of education (university degree) is desirable
  • Min 1 year of experience from working as an Office Assistant /administration in international organization
  • Excellent organizational and planning skills
  • Knowledge of primary accounting
  • Excellent verbal and written communication skills in English (required) and Russian/Ukrainian
  • Good command of Microsoft Office
  • Operate standard office equipment
  • Previous experience from working in complex and volatile contexts would be an advantage
  • Responsible, punctual, attentive to details, prompt, well-mannered, decent and willing to work, organisational skills and discretion with confidential information
  • Excellent interpersonal skills
  • Proven ability to handle challenging workload
  • Able to work independently and proactively

Please note:
•    Kindly submit your CV and application in English and include your full name as written in your passport.
•    Please include all relevant employment history and education when completing your application. Uploaded CV’s will not be

We are also looking for people who share our values:

  • To be dedicated in what we do;
  • To be innovative with our solutions;
  • To act as one unified and inclusive team;
  • To be accountable to the donors that make our work possible; the people we exist to serve; and to each other… the members of our NRC family.


What we offer:
•     Type of contract: National employment contract
•    Duration of Contract: Until 30.06.2023 with possibility of extension.
•    Salary/benefits: According to NRC salary scale, terms, and conditions.
•    Duty station: Kharkiv Ukraine.
•    Closing date for this vacancy is 08/12/2022
•    Please note that we will contact only shortlisted candidates
•    NRC retains the discretion to cancel the recruitment.
•    NRC might review applications before advert deadline, therefore interested candidates are encouraged to apply.


This position is for Ukrainian nationals only. 


The Norwegian Refugee Council (NRC) is an independent humanitarian organisation helping people forced to flee. We work in crises across more than 31 countries, providing emergencies and long-term assistance to millions of people every year. We stand up for people forced to flee, advocating their rights. NORCAP, our global provider of expertise, helps improve international and local ability to prevent, prepare for, respond to and recover from crises. NRC also runs the Internal Displacement Monitoring Centre in Geneva, a global leader in reporting on and advocating for people displaced within their own country.
Employment with NRC may lead to employment in or deployment to Regions, Countries, Areas or Offices that may be host to considerable health, safety and security risks. NRC takes this very seriously and we have procedures in place to reduce known risks, but will never be able to take away all risks.
NRC is an equal opportunities employer and aims to have staffing diversity in terms of age, gender, ethnicity, nationality and physical ability.