Administrator assistant with Alinea in Ukraine

Initiative Name: Good Governance Fund, (GGF)

Job type: Full-time

Location of Position: Kyiv, Ukraine

Reporting to: Project Director

Remuneration: Fees are subject to negotiation and shall not exceed established market rates.

Language Requirements: English and Ukrainian

Application Instructions:

A cover letter is mandatory to be considered. Cover letters should effectively align your skills and experiences with the specific job responsibilities outlined in the position’s description, demonstrating your aptitude and enthusiasm for the role, your daily fee and current availability.
Interested applicants are asked to submit a CV and cover letter in English to valeriiar@alineainternational.com.
Only successful candidates will be contacted. No phone calls please.

At Alinea International we value diversity, equity, inclusivity, accessibility and belonging in everything we do. We are an equal opportunity employer opposed to all forms of discrimination. We actively seek and encourage applications from people of diverse backgrounds recognizing that an inclusive workforce enriches our organization and achieves smarter, more innovative results.

Alinea is committed to the protection of children and vulnerable adults. Due to the nature of our work, all candidates will be subject to due diligence checks and extensive background checks where appropriate.

About the work

As Alinea’s operations in Ukraine continue to grow, we are looking to fill an administrative assistant position in our core office as well as in support of our portfolio of UK government-funded projects.

Based at our office in Kyiv, you will provide administrative support to a team of managers, project designers and implementing partners working in a truly global team (4 time zones) across Ukraine, the UK and Canada. We take the security of our staff seriously and, therefore, adapt our working practices to the current security situation, which we continuously re-evaluate.

This would be an excellent opportunity for a junior professional to start a career in international development and transition to programmatic roles later.

The Role:
Reporting to the Project Director, you will be responsible for the daily running of the administrative affairs of the project. Duties include meeting organisation, coordinating agendas across countries, document flow and other administrative tasks.
Amongst other duties, the administrative assistant will be responsible for:
• Correspondence and meeting management (MS Teams/Zoom)
• Formatting documents according to branding standards
• Drafting notes to file, meeting minutes
• Local office administration and procurement
• Management of the SharePoint file system
• Management of MS Teams work environment
• Gathering progress reports and KPI data from delivery partners
• Office asset management
• Procurement of office supplies
• Procurement of local vendors/suppliers/service providers
• Agenda preparation
• Basic finance management
• Travel planning and organisation
• Website updates

Required Qualifications:
A motivated, energetic individual obsessed with keeping things organised. A self-starter, able to operate across time zones and countries and work effectively in a cross-cultural environment. You remain undeterred in uncertainty and provide clarity and practical and supportive operational management of the organisation’s day-to-day activities. Experience with office-level finance management would be an asset.

• Bachelor’s Degree.
• Superior command of English. British English will be your primary working language as well as the working language of the client.
• Native Ukrainian to work with local suppliers and stakeholders.
• 1+ years of experience, but energy and resilience are the key
• Strong people skills and an ability to organise cross-cultural teams working remotely
• Ability to work independently in a remote working environment.
• Exceptional team player with strong interpersonal skills demonstrated by the ability to work in a multi-stakeholder environment.
• Proactive problem-solver. This one is critical.
• Knowledge of online collaboration tools. We work on Teams, but if you dig Notion, you’ll figure it out.
• Comfortable with essential finances and contracting/desire to learn.

Job Categories: Active Projects

Job Locations: Kyiv Ukraine

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alinea’s whistleblower policy

1.1 Purpose

The following Whistleblower Policy has been established to provide guidance to Alinea International employees and sub-contractors on how to deal with known or suspected improper conduct within the organization. The objectives of this Policy are to:

Create awareness of the Policy and available whistleblower protections
Act as a reference guide to potential whistleblowers wishing to make a disclosure
Define the structure of the whistleblower system, including reporting and investigation procedures, whistleblower protections, and confidentiality, among others
Improve the communication and transparency in the processes associated with whistleblowing and assure protection against derogatory consequences, namely reprisals and detrimental action
Complement the current communication channels between employees, sub-contractors and immediate managers, and hierarchical channels flowing to the President and Senior Management team
Provide guidance to all parties involved in either whistleblowing or whistleblower protection.

1.2 Scope

Alinea requires all employees and sub-contractors to observe high standards of business and personal ethics in the conduct of their duties and responsibilities. All employees and sub-contractors of Alinea are required to comply with applicable laws and regulations of Canada and the countries where we operate. Any allegations of known or suspected improper conduct or mismanagement of organizational resources will be dealt with in accordance with this Policy, and reasonable steps will be taken to protect those who come forward with allegations. Alinea’s Whistleblower Policy covers both internal and external whistleblowing, and establishes the controls and procedures for dealing with allegations of malpractice, fraud and violations of our code of ethics and/or laws or regulations that govern our operations. This Policy is intended to encourage employees and sub-contractors to report known or suspected improper conduct or mismanagement of organizational resources and to enable Alinea’s Senior Management team to address and correct inappropriate action. It is the responsibility of all Board of Directors’ members, the Senior Management team, employees and sub-contractors to report concerns about known or suspected malpractice, fraud and violations of our code of ethics and/or laws or regulations that govern our operations. This Policy is applicable to all employees and sub-contractors of Alinea International.

1.3 Reporting Procedures

Alinea recognizes the value of transparency and accountability in its administrative and management practices and supports the making of disclosures that reveal improper conduct or mismanagement of organizational resources. Our internal controls and operating procedures are intended to detect and prevent malpractice, fraud and violations of our code of ethics and/or laws or regulations that govern our operations. As detailed in Alinea’s Employee Policy and Onboarding manuals, employees and sub-contractors are encouraged to share complaints and/or concerns regarding ethical or legal violations with their immediate managers. If the employee or sub-contractor is not comfortable speaking with their immediate manager or is not satisfied with the response, they are encouraged to speak with the Gatineau or Calgary Office Managers, the Vice Presidents or, as required, the Chief Financial Officer. All members of the Senior Management team are required to report complaints and/or concerns about suspected ethical or legal violations in writing to Alinea’s Ethics Committee who has the responsibility to investigate all reported complaints and/or concerns. In the event that the complaint and/or concern is about the President, it should be raised by the employee or sub-contractor to their immediate manager or the Ethics Committee who will determine how the investigation will proceed. All reports will be promptly investigated and appropriate corrective measures will be taken if warranted by the investigation. Alinea’s Ethics Committee is responsible for acknowledging receipt of the suspected violation and notifying the whistleblower of the outcome of the investigation. Anyone filing a written complaint concerning suspected improper conduct or mismanagement of organizational resources must be acting in good faith and have reasonable grounds for believing the information disclosed indicates a violation. Personal grievances or complaints related to employment are not covered under Alinea’s Whistleblowing Policy. For cases such as this, employees and sub-contractors are advised to first refer to Alineas Employee Policy and Onboarding manuals when considering a disclosure under the Whistleblowing Policy. Any allegations that prove not to be substantiated and which prove to have been made maliciously or knowingly to be false will be viewed as a serious disciplinary offense.

1.4 Confidentiality

Maintaining confidentiality is crucial to ensure reprisals are not made against the whistleblower. Alinea is committed to safeguarding the identity of the whistleblower and to protecting the whistleblower against detrimental action taken in reprisal for allegations of suspected improper conduct or mismanagement of organizational resources. The Ethics Committee is responsible for ensuring whistleblowers are protected from direct and indirect detrimental action, and that the culture of the workplace is supportive of suspected allegations being made. Any employee who retaliates against someone who has reported a violation in good faith is subject to discipline up to and including termination of employment.

1.5 Review

Alinea is committed to implementing ‘best practice’ policies and procedures for dealing with allegations of suspected improper conduct or mismanagement of organizational resources (as defined by this Policy) and the management and protection of whistleblowers making allegation(s). This Policy will be reviewed periodically to ensure it meets the objectives of relevant legislation and remains effective for Alinea, and may be changed at the discretion of the Board of Directors at any time. For allegations of fraud, securities law, or human rights concerns, or when you are not satisfied or uncomfortable with following the Company’s open door policy, individuals should contact the Company’s Ethics Committee directly.

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