Legal & Administrative Executive Assistant - National Position
Ukraine
Europe
National Position
Malteser International is the international humanitarian relief agency of the Sovereign Order of Malta. For over 60 years we provide relief and recovery for people during and following conflicts and disasters around the world. Christian values and humanitarian principles form the foundations of our work. In over 30 countries in Africa, the Americas, Asia, Europe, and the Middle East, we support people in need – regardless of their religion, origin or political convictions.
Since the start of the war in eastern Ukraine in 2014, Malteser International has been working with three local partner organizations in the sector of mental health and psycho-social support (MHPSS). Following the full-scale invasion on 24 February 2022, Malteser International has expanded its humanitarian support rapidly to address the growing needs across the country in partnership with more than 8 local partners to provide critical support and relief to people affected by the crisis. Today, Malteser International’s humanitarian response includes distribution of food, hygiene items, winter kits, Shelter and MPCA to hard-to-reach areas in Eastern and Southern Ukraine to alleviate challenges and risk of people lives. The international network of the Order of Malta stands with the people affected by the war in Ukraine and will continue to do so for as long as help is required.
For its work in Ukraine Malteser International is looking for a Legal & Administrative Executive Assistant - National Position.
As Legal & Administrative Executive Assistant, you will support the Country Director and Senior Management Team by ensuring legal compliance, sound corporate governance, and effective administrative and contractual management in Ukraine, Malteser International.
Your responsibilities:
- Serve as the first-line legal and compliance filter for all contracts, MoUs, grant agreements, lease agreements, service provider agreements, and partner agreements, ensuring legal validity under Ukrainian law, alignment with MI internal policies, and compatibility with donor requirements
- In coordination with the logistics team, maintain and manage legal documentation systems, including the legal document registry, contract tracker (expiry, renewals, liabilities), and litigation, claims, and disputes logs
- Act as the focal point with external legal counsel, notaries, tax authorities, state registrars, and other relevant regulatory bodies, ensuring timely and compliant engagement
- Maintain all corporate and statutory records, including registration certificates, statutory documents, powers of attorney, bank mandates, tax registrations, and labor inspectorate records, and coordinate notarizations, apostilles, official translations, registrations, and amendments to ensure continuous legal compliance
- Act as a trusted administrative and legal gatekeeper for the Country Director and Senior Management Team by reviewing documents prior to signature, preparing powers of attorney, signature delegations, HQ submissions, and official correspondence, escalating high-risk issues with mitigation proposals, and maintaining confidential archives for sensitive HR cases, investigations, disciplinary files, and legal claims
- Support the Country Director and HR Manager in employment contract compliance, disciplinary processes, internal investigations, terminations, redundancies, and labor inspections, ensuring all staff actions are legally defensible, properly documented, and compliant with Ukrainian labour law and MI policies
- Maintain and verify partner legal documentation, including registration, statutes, beneficial ownership, and legal standing, support donor due-diligence processes as required, and comply with and actively uphold MI safeguarding policies and Codes of Conduct, including child protection, prevention of sexual exploitation and abuse, bullying, and harassment
Your profile:
Required knowledge and skills
- Strong attention to detail and accuracy
- Ability to prioritize and manage multiple tasks under tight deadlines
- Integrity and a commitment to maintaining confidentiality
- Excellent communication and interpersonal skills, proactive, with a problem-solving attitude
- Excellent knowledge of Ukrainian corporate & labor laws,Contract management , and Compliance frameworks, ability to Manage sensitive and high-risk information
Qualification requirements
- Bachelor's degree in Law , Public Administration , International Relations , or Business Administration
(Law degree strongly preferred) - Minimum 5 years’ experience in Legal administration , NGO compliance , Corporate governance , law firm , or International organiation
- Extensive experience in Ukrainian legal system , Contracts and labor law
What we offer:
- Start Date: ASAP
- Duty Station: Lviv or Kyiv
- Duration of contract: 1 year with possibility of extension, subjected to donors’ funding
- Salary according to qualification and experience, starting from 3470 EUR gross
- Medical insurances, PSS
- 36 day per year AL + internal benefits
Working for Malteser International
Malteser is an equal opportunity employer and welcomes applications from all people, regardless of gender, confession or origin.
Malteser International is committed to safeguarding people within our programmes from exploitation, abuse and sexual harassment and has specific policies on this commitment (including a Code of Conduct) which outlines the expected behaviour and the responsibility of all staff, consultants and other organisational representatives. Malteser International conducts reference and background checks for all staff (including criminal records check for specific roles). Any candidate offered a job with Malteser International will be expected to sign MI’s Code of Conduct as an appendix to their contract of employment and agree to conduct themselves in accordance with the provisions of these document
Whether you work as a specialist on overseas service or in one of our regional offices - we offer you a challenging working environment in an experienced international team. More than 1,000 national and international staff are currently deployed in various crisis and disaster areas around the world as well as in our regional offices in Cologne and New York City. For more information please have a look here.
Contact Details:
How to apply:
If you are interested in this position, please apply online at our job portal. Kindly submit your extensive application (CV, letter of motivation, copies of diplomas and three professional references) until 10.02.2026.