Ukraine: Administrative Associate

Organization: Centre for Humanitarian Dialogue
Country: Ukraine
Closing date: 04 Apr 2018

Reporting to the Project Manager with functional reporting to the Administration and Finance Coordinator, both based in Geneva, the Administrative Associate will provide support the Ukraine team and will have the following responsibilities:

  • Preparing consultancy agreements, ensuring that proper documentation is provided by consultants as well as checking invoices, timesheets and activity reports;

  • Ensuringthe quality of translations (between English, Russian, and Ukrainian), arranging interpretation for HD’s meetings, and helping to find and test new translators;

  • Ensuring that HD’s rules, policies and internal controls are applied consistently and adequately;

  • Following up on contracts, invoices and payments to suppliers, including transactions on office and accommodation rentals, printing and design of publications, and other matters;

  • Preparing cash payments, working advances, daily allowances, reimbursements and transfers;

  • Supporting the preparation of budgets and forecasts by providing cost estimates of travel, hotels and other expenses;

  • Ensuring that expenses are allocated properly according to donor requirements;

  • Helping with travel arrangements for staff members, consultants and visitors, including flights, visas, accommodation, insurance and expense claims, in coordination with the Logistics Officer based in Geneva;

  • Drafting correspondences;

  • Coordinating logistics for HD events.


The successful candidate should have:

  • At least 3 years of experience in an administrative support function, including finance, accounting and logistics;

  • A relevant university-level degree;

  • A strong commitment to discretion;

  • An understanding of accounting principles;

  • Strong written and spoken English, Russian and Ukrainian;

  • Experience in working in an international environment, independently as well as in co-ordination with relevant departments, based abroad;

  • Strong knowledge of excel and other Microsoft office softwares;

  • Experience in planning meetings and events;

  • Flexibility and adaptability to frequent changes;

  • Excellent attention to detail;

  • Strong team spirit.

How to apply:

If you are interested in this position and meet the required qualifications, please send your resume (maximum 2 pages) with a short cover letter by 4 April 2018 to

HD is an equal opportunity employer. For more information, please visit