Executive Assistant

Base: Kyiv 

Starting date: January-February 2026

Contract duration: 3-month probation period with possible extension after successful completion

About PIN Ukraine:

People in Need (PIN) has been active in Ukraine since early August 2014. Currently, PIN is one of the major humanitarian actors in Ukraine responding to the recent military escalation providing humanitarian aid to conflict-affected people across Ukraine. 

PIN is an equal opportunity employer and welcomes applications from all qualified candidates regardless of race, ethnicity, nationality, age, religion, disability, sexual orientation, gender identity, or any other characteristic. PIN encourages applications from individuals of diverse backgrounds and values diversity.

General information about the role of the person: 

Administrative support for senior management: 

• Provide executive assistance to CD (and senior management as requested)
• Manage day-to-day operations of the CD office, including management of calendar/ scheduling, provide administrative and logistical support. This may include liaising with other departments/team members, as well as external stakeholders. 
• In collaboration with other relevant departments/ team members (e.g., Grants and Reporting, Communications and Advocacy), responsible for creation and maintenance of a database of external stakeholders relevant to PIN (government authorities, representatives from other agencies, donors, etc.), including tracking of engagement. 
• Coordinate meeting preparations/briefings/presentations (in collaboration with other departments), including conducting independent research where needed. 
• Responsible for meeting minutes and coordinating follow-up from the meetings, including where input from other team members/departments is needed. 
• Support with organization of events when requested. 
• Support with routine correspondence, prepare letters and memos as requested. This may include handling of confidential information. 
• Support with translation (oral and written).

Document Management and Archiving: 

• Organizes the signing of and familiarization with HR documents in the Kyiv office.

• Archives HR orders and conducts a monthly audit of their availability.

• Collects and archives onboarding documents for new employees (Kyiv and Sumy offices).

• Processes leave requests applications (collection and transfer to relevant departments).

• Maintains the welcome package inventory register and coordinates with other offices (stock control and organization of delivery to responsible persons).

• Prepares and sends HR documents and visibility materials via Nova Poshta.

Requirements:

Education 

Higher or incomplete higher education (administration, management, economics, social sciences, or related fields).

Work Experience

Previous experience in an administrative position is an asset. 

Experience working in non-governmental, humanitarian, or international organizations is a strong advantage. 

Understanding of NGO and humanitarian sector principles.

English  

Level – B2 and above.

Professional and Technical Skills

• Ability to effectively organize the work of senior management, including calendar management, meeting coordination, and follow-up actions.

  
  

• Experience in preparing and supporting meetings, briefings, and presentations, including collecting and structuring information from various sources.

• Strong skills in taking meeting minutes and tracking follow-up actions involving multiple departments.

• Ability to handle confidential information and maintain high standards of professional ethics.

• Understanding of internal procedures, donor, and audit requirements in the NGO sector.

Soft Skills

• Ability to perform effectively under pressure and tight deadlines. 
• Strong communication and interpersonal skills, with the ability to interact professionally with senior management, internal teams, and external stakeholders. 
• Tact, diplomacy, and the ability to work with different management styles. 
• High level of self-organization, accountability, and attention to detail. 
• Flexibility, adaptability, and ability to quickly switch between tasks. 

We offer:

• A competitive salary according to the People in Need salary scale.

• Opportunities for professional development through various capacity-building activities, including trainings, workshops, and seminars.

• 28 calendar days of annual leave, plus 3 additional New Year bonus leave days.

• Possibility to work one day per week remotely for office-based staff.

• Coverage of accommodation and per diem costs for work-related travel outside the assigned office region and/or in cases of excessive travel distance or time, in accordance with People in Need travel policy.

• Provision of a laptop, mobile phone (including prepaid SIM cards), and People in Need branded items (backpack, thermal mug, notebook, portable power bank).

• People in Need offices are equipped with all necessary security and energy-resilience measures, ensuring uninterrupted internet access.

• Free coffee, tea, milk, and water available in all offices.

• A multicultural and friendly working environment, with approximately 300 staff members in the Ukraine programme.

Application procedure:

Please send clearly marked CV and Motivation letter in English. Please note, only the shortlisted candidates will be contacted. Written test and interviews will be conducted on a rolling basis and the vacancy will be closed when filled.

Please note that PIN does not charge a fee at any stage of its recruitment process.

We support the principles of inclusiveness and non-discrimination in the selection process. You can submit an anonymized resume - without specifying your name, age, gender, photo or other personal data. Such resumes will be reviewed on a general basis in accordance with professional experience and qualifications.