Admin Officer

About us

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Our client 

Founded in Japan, this startup pioneers the development and deployment of 3D printing and AI technologies in the field of prosthetics. Since 2019, its mission has been to deliver prosthetic limbs that are faster, more affordable, and more comfortable to all who need them.

The company is not merely a prosthetic manufacturer; its goal is to build sustainable medical infrastructure by transferring digital fabrication technologies and supporting local partners through training and capacity building.

In Ukraine, the company is implementing a digital prosthetic limb technology transfer project in collaboration with international organizations and local institutions to support individuals who have lost limbs due to war, injuries, disabilities, or diabetes.

Position Overview

This position will be responsible for a wide range of back-office administrative functions that support company’s ongoing international projects and local operations in Ukraine.

In the initial phase, the primary focus will be administrative work related to project implementation with UN agencies and NGOs. The role will cover multiple domains, including general administration, HR, accounting, procurement, and logistics. Close coordination with global project managers, national managers in Ukraine, and external partners will be essential.

As our business grows in Ukraine, responsibilities may be further specialized and delegated to other back-office team members. The successful candidate is expected to evolve into a core team member and may specialize in one of the functions in the future.

We are looking for a candidate with strong communication skills, attention to detail, and a proactive mindset who can contribute meaningfully in a multicultural and mission-driven work environment.

This is a project-based, full-time position with an initial duration of one year. However, contract renewal may be considered depending on the outcomes and continuation of the project.

Key Responsibilities

1. General Administration & Coordination
   Manage and file documents such as contracts, internal policies, and administrative records.
   Coordinate meetings, business trips, and internal/external events.
   Greet visitors, handle calls, and act as a point of contact for basic inquiries.
   Manage office facilities and coordinate maintenance or repairs.
   Perform daily clerical duties such as document printing, mailing, and reception tasksInterpretation and translation support for global team members.
2. Human Resources Support
   Assist with job postings and candidate communications during hiring.
   Manage employee attendance and leave records.
   Support onboarding and offboarding processes.
   Help ensure compliance with local labor laws.
   Assist with internal team communication and engagement.
3. Accounting & Finance Support
   Handle invoice and receipt collection, and process reimbursement claims.
   Assist with bank transactions and financial record-keeping.
   Support preparation of monthly accounting data and liaison with external accountants.
   Assist in preparing project expenditure reports and budget tracking sheets.
   Support tax-related filings (e.g., VAT).
4. Procurement & Logistics Support
   Manage the purchasing of office supplies and operational materials.
   Communicate with suppliers and logistics providers, assist with price negotiations.
   Support inventory checks and procurement planning.
   Assist with import documentation and customs procedures.
   Coordinate domestic delivery and transportation schedules.
5. External Communication & Project Support
   Liaise with UN agencies, NGOs, hospitals, and other external stakeholders.
   Assist in preparing project progress reports and meeting materials.
   Take meeting minutes and provide translation support (Ukrainian/English).
   Handle routine email correspondence in English.
   Provide logistical support for international visitors and staff.
6. Documentation & Reporting
   Maintain organized records of procurement, accounting, and administrative activities.
   Prepare periodic reports related to support operationsUpdate and maintain SOPs and workflow manuals.
   Translate and proofread key internal/external documents.
   Handle sensitive information with confidentiality.

Qualifications

Required:

• Bachelor’s degree or equivalent education
• 1–3 years of professional experience in at least one of the following: admin, HR, accounting, procurement, or logistics
• Business-level proficiency in English (written and spoken)
• Proficiency in standard office software (Word, Excel, Google Workspace, etc.)
• Ability to work in a multicultural team and coordinate with international partners
• High attention to detail, reliability, and accountability
• Strong multitasking and time management skills
• Self-motivated with a proactive attitude

Preferred

• Knowledge or certification in accounting, procurement, or logistics.
• Experience working with NGOs, international organizations, or in healthcare/social sectors
• Verbal and written communication in English.
• Familiarity with cloud-based tools such as Google Workspace, Slack, or cloud accounting systems. 
• Experience in project-based roles or startup environments.

Benefits/Additional Info

Contract & Compensation

• Employment Type will be determined based on your preference and may fall under one of the following categories: Fixed-term employment (Basically 1 year, renewable); Contract-based; Project-based hiring
• Salary: USD 1,000–2,000 per month, depending on experience and qualifications
• Probation Period: 3 months (same conditions as regular employment)

Working Hours & Leave

• Work Hours: Monday to Friday, 9:00 AM – 6:00 PM (1-hour lunch break included)
• Days Off: Weekends (Saturday & Sunday) and public holidays in Ukraine
• Paid Leave: In accordance with Ukrainian labor law

Reporting Line & Location

• Work Location: Kyiv
• Business Travel: Short-term international travel to India or other countries may be required
• Reporting To: National Manager in Ukraine and Global Project Manager (English communication)