Document Control Coordinator (Office, Full-Time)

About the Position

Document Control Coordinator (Office, Full-Time)

Nova Ukraine is seeking a Document Control Coordinator who is detail-oriented and highly organized to help ensure accurate document management and support the organization's administrative processes in Kyiv, Ukraine.

Why Work with Us?

• 🏢 Impactful Work – Help maintain efficient and transparent document management processes that support the successful implementation of humanitarian initiatives.
• 🌍 Mission-Driven Role – Your contribution will help the team deliver programs that support individuals and communities across Ukraine more effectively.
• 📊 Professional Growth – Gain hands-on experience in document management, administrative support, and internal operations within a nonprofit organization.
• 📌 Organizational Benefits – Participation in voluntary health insurance and life insurance programs, access to psychological support services, and corporate English language courses.

Responsibilities

• Register and maintain records of incoming, outgoing, and internal organizational documentation.
• Prepare documents for submission to counterparties, including preliminary review, printing, and coordinating signatures.
• Verify compliance with internal contract approval procedures before documents are submitted for signature.
• Organize, maintain, and prepare current documentation for archiving.
• Scan, file, organize, and archive contracts, acceptance certificates, invoices, waybills, and other documents in accordance with established requirements, both in physical and electronic formats.
• Download and store documents received through the Vchasno electronic document management system.
• Maintain document registers and ensure their accuracy and relevance.
• Coordinate document delivery to counterparties and collect correspondence from postal service offices.
• Communicate with employees from other departments regarding document shipments and confirmation of document receipt.

Requirements

• Higher education or current enrollment in the final years of a university program.
• Confident user of MS Office (Excel, Word), Google Docs, and Google Sheets.
• Strong organizational skills, attention to detail, and a high level of responsibility.
• Ability to work with a large volume of documentation while following established procedures.
• Motivation to learn, grow professionally, and support the mission of Nova Ukraine.

Nice to Have

• English proficiency – Intermediate (B1+) or higher.

Work Conditions

• Official employment in accordance with Ukrainian labor legislation.
• Flexible work schedule (Monday–Friday).

We will be happy to receive your CV together with a cover letter and financial expectations and consider your candidacy. Your personal contribution will make a huge difference in achieving our goals and mission. Join us to change the world for the better together.