JOB DESCRIPTION

Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations.

DRC has been operating in Ukraine since 2014, currently DRC employs over 800 staff in Ukraine and implements emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

DRC is currently looking for a Administration Assistant in Sumy, Ukraine.  

About the job

The Administration Assistant provides support for the daily functioning of the office and the implementation of DRC programs in the North region (Sumy office). Reports to the Administration Team Leader, collaborates with the support team and program staff to ensure the timely completion of administrative tasks and provide the necessary support to other teams in his/her area of responsibility.

Your main duties and responsibilities will be:

• Provide necessary administrative support to employees regarding travel arrangements, ticket and accommodation bookings, as well as proper reporting.
• Assist the Administrative and Facilities Manager and the Regional Manager in administrative and program-related tasks.
• Support in obtaining residence permits and accommodation for international staff.
• Search for apartments and guest accommodations, handle documentation and contracts related to their rental and maintenance, including preparing agreements with landlords and resolving issues related to office and guest apartment leases.
• Administer guest accommodations: check-in, stay arrangements, cleaning.
• Oversee office operations: collect requests for purchasing consumables, keys, SIM cards, ID cards, and other supplies.
• Communicate with suppliers, collect invoices and other supporting documents.
• Provide oral and written translation as needed – Ukrainian/English/Russian.
• Perform other administrative tasks related to the functioning of the office and departments.

About you

To be successful in this role as an Administration Assistant we expect you to have minimum 1 year of working experience in Administration, Supply Chain or any other relevant field, experience in NGO will be an advantage and Moreover, we also expect the following:

Required:

• University degree: Bachelor”s degree in public administration, procurement or other related field.
• Computer literacy: confident user in MS Word, Excel, PowerPoint and Outlook.
• Cultural sensitivity and ability to work in a cross-cultural environment.
• Language skills: fluency in Ukrainian.
• Organizational and time management skills, ability to prioritize tasks.
• Personal discipline, punctuality, responsibility in decision-making, honesty, sociability.

Desirable:

• Advanced English proficiency.

In this position, you are expected to demonstrate DRC’ five core competencies:

• Striving for excellence: You focus on reaching results while ensuring an efficient process.
• Collaborating: You involve relevant parties and encourage feedback.
• Taking the lead: You take ownership and initiative while aiming for innovation.
• Communicating: You listen and speak effectively and honestly.
• Demonstrating integrity: You uphold and promote the highest standards of ethical and professional conduct in relation to our values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer:

• Contract length: probation period – 3 months with the possibility of extension depending on performance and availability of funding.
• Band: І, non-management.
• Designation of Duty Station: Sumy.
• Start date: as soon as possible.

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for national staff.

Application process

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English.

Applications sent by email will not be considered.

Closing date for applications: December, 08th, 2025