Administrative Travel Officer

Location: Kyiv, Ukraine. The position is Kyiv-based with office-based or hybrid working arrangements and may require urgent follow-up outside normal working hours.

Company

hirify.global is an international humanitarian non-governmental organization supporting people affected by conflict and disaster in more than 40 countries and 29 U.S. cities.

What you will do

• Coordinate Ukrainian visa support, consular appointments, immigration documentation, residence permits, and travel-related visas.
• Arrange international flights, accommodation, train tickets, ground transportation, and complex routes involving Ukraine, Poland, Moldova, and other transit locations.
• Coordinate travel invoices, documentation, payments, refunds, credits, additional charges, and vendor follow-up.
• Provide travellers with itineraries, visa documents, practical information, pre-departure checks, and support during disruptions or urgent changes.
• Maintain complete travel records, monitor active cases, prepare operational updates, and support escalation arrangements.
• Provide administrative backup and documentation support to the Central Administration team.

Requirements

• Diploma or degree in Administration, Finance, Travel Management, International Relations, or a related field.
• At least 2 years of experience in travel, visa, administrative, or coordination work.
• Experience coordinating travel arrangements, visas, accommodation, and related administrative processes.
• Strong organization, time management, attention to detail, communication, and stakeholder coordination skills.
• Ability to work independently under pressure, manage multiple cases, and respond to urgent issues in unstable security conditions.
• Fluency in Ukrainian and English, written and spoken, is required.

Culture & Benefits

• Full-time work in a fast-paced humanitarian environment with multiple priorities.
• Medical insurance for employees and family members, life insurance, and psychological support.
• English classes and unlimited online training courses.
• 30 calendar days of annual vacation and up to 10 days of paid medical leave.
• Purposeful development opportunities and flexible working arrangements where operationally possible.