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Ref.
2024/PA/12152

Job offer type
Field staff jobs

Type of contract
Fixed-term contract (CDD)

Deadline date
2025/01/12 22:55

Duration
16 months

Mission description

Based in Kyiv, the position is under the direct supervision of the Project Leaders and in close cooperation with the Project Officers in Paris. The position will be split among two Projects, as of 50% for each.

The incumbent assists in the effective and efficient management of the projects through a range of actions contributing to the planning, organization and monitoring of project activities and providing administrative, financial and logistical support. He/She will be supported by a Shared Support Unit (SSU) which has a support functions and transversal resources pooled with the other projects implemented by Expertise France in Ukraine.

The incumbent will also support the on-field project team comprising: a pool of short-term experts, a couple of long term experts.

The Project Assistant will perform the following key tasks in accordance with Expertise France procedures, guidelines and rules, with a concern for quality, efficiency, accuracy and confidentiality

  • Support the day-to-day planning, organization, co-ordination, implementation and monitoring of the project’s activities split among the two projects
  • Facilitate the organization and running of various meetings with stakeholders (exchange, coordination, consultation, technical committee, steering committee, etc.);
  • Participate in the collection/organization of data and indicators with regard to project activities;
  • Update of various dash boards of the projects (statistics, indicators monitoring, experts’ contracts)
  • Participate in the elaboration and consolidation of documents and deliverables related to project activities (workshop/ meeting minutes, ToR, reports writing, etc.);
  • Liaise between the project team and short-term and long-term experts on financial, administrative and logistical matters;
  • In close coordination with Project Support Unit (PSU), support the contracting of project implementation partners and service providers (experts, coordinators, consultancies, associations, private companies, etc.) and support the PSU services ensuring all administrative, organizational, logistical and financial arrangements are in place;
  • Support the PSU services ensuring compliance to public procurement processes imposed by the donor and Expertise France (rules governing eligibility of expenditure, procurement, subsidies, reporting);
  • In close coordination with PSU services, ensure the administrative, financial and logistical organization of missions in the field and ensure the collection of mission receipts;
  • Ensure that the PSU has the information required for internal financial reporting (financial monitoring, budget forecasts and closings) and for external financial reporting to the donor;
  • Contribute to the promotion of project's activities in liaison with the PSU Communications Officer (language elements, visibility and communication plan of the project);
  • Translate internal and external meetings held in Ukrainian for the Project Leader, as well as various documents from English to Ukrainian and from Ukrainian to English (ToR, expert deliverables, reports, etc.);
  • Collect and file the documents of the project (deliverables, contracts, logistical documents, …)
  • Perform other tasks at the request of the Projects leadership

Project or context description

Expertise France

Expertise France is the French international technical cooperation agency, with the status of public institution under the joint supervision of the Ministry of Europe and Foreign Affairs and the Ministries of Economics, Finance and Industrial and Digital Sovereignty. It is the second largest technical cooperation agency in Europe. Expertise France designs and implements projects that strengthen public policies over the long term in developing and emerging countries.

As the French public agency for international technical cooperation, Expertise France operates in more than 100 countries, implementing more than 400 projects. The agency works in close collaboration with French public institutions, as well as with the European Union, in order to respond to the needs of partner countries that wish to improve public policies that tackle these challenges. In Ukraine the agency has been regularly present since 2006 through series of technical assistance projects.

Expertise France in Ukraine

Against the backdrop of Russia's war of aggression and Ukraine's bid for accession to the European Union, the French Ministry of Europe and Foreign Affairs (MEAE) has entrusted Expertise France with an envelope of €14.5m to position French technical cooperation and respond to Ukraine's short, medium and long-term needs. This facility, entitled mAIDan Ukraine, aims to finance and co-finance technical assistance projects to support Ukrainian authorities in preparing for reconstruction and the European accession process.

Project supporting the State Property Fund of Ukraine 

The selected candidate will integrate at half-time the project that aims to improve the management of public properties allocated to the portfolio of the State Property Fund of Ukraine. In particular, this involves incorporating reforms into the governance of state-owned enterprises, and introducing systematic and automated asset management processes for the SPFU.

The large number of state-owned enterprises in Ukraine (over 3,000) calls for effective management and governance procedures to ensure a significant source of revenue for the state budget, in proportion to the value of these assets. In a context of extreme pressure on the country's public finances, the implementation of these reforms is essential to contribute to the resilience of Ukrainian public finances. It has 3 main objectives:

1.     Improve the management of the SPFU's portfolio of state-owned enterprises;

2.     Support the implementation of reforms in the governance of state-owned enterprises;

3.     Contribute to the incorporation of international standards and practices concerning the management of public entities into Ukrainian legislation.

Project supporting the State Audit Service

The project supporting State Audit Service aims at improving the management and use of public funds in Ukraine for better transparency, accountability and public efficiency. The specific objectives are to strengthen the legal and regulatory framework for public financial control in Ukraine, and improve practices and methods of the financial control of public funds in Ukraine.

The Control of public funds’ important for Ukraine's reconstruction in the short term and for its candidacy for UE membership in the longer term. The project will facilitate the effective incorporation of the EU acquis into the Ukrainian legislation. The State Audit Service, the main beneficiary of the project, is an important actor of the Ukrainian ecosystem of public financial control. Contact point for the European Anti-Fraud Office (OLAF) and the European Court of Accounts, the SAS must be able to develop an anti-fraud coordination service which receives and summarizes information on possible irregularities in the use of financial assistance received from the European Union in Ukraine and ensures its complete transfer to the competent authorities of Ukraine and the EU, and interacts with public authorities. These requirements are reinforced by the designation of the SAS as the authority in charge of the control of the Facility for Ukraine.

The results and activities of the project are as follows :

Result 1 : Regulatory and legal framework of public financial control is strengthened

´  1.1 SAS legal framework updating

´  1.2 Financial control framework adaptation to european standards

Result 2 : Public Financial control System is improved in order to favor an efficient use of funds

´  2.1 Control and reporting methods and tools

´  2.2. Organisation, independance, planning challenges for Financial Control bodies

´  2.3. Specific issues related to European funds control

´  2.4. Material support for a revision vehicle (pilot test)

 

Required profile

Qualifications and Experience

  • University degree in international cooperation, development, project management, public administration and other relevant field;
  • At least two years of project management experience, preferably within the context of international technical assistance projects;
  • At least two year of experience supporting administrative, logistics and financial management;
  • Experience in Ukrainian-English translation or Ukrainian-French translation would be considered an asset
  • Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, etc.);
  • Fluency in written and spoken English and Ukrainian. Good command of French (B1) would be considered an asset. 

Skills

  • Strong teamwork and coordination skills;
  • Strong versatility and curiosity to grasp technical, complex topics;
  • High degree of organization and ability to multitask;
  • Very good interpersonal skills;
  • Initiative, autonomy and responsiveness;
  • Analytical and synthesis skills;

Key Competencies

The Project Assistant demonstrates the following key competencies in his/her daily consultancy:

  •         Concern for quality – meets commitments and observes deadlines, while ensuring quality, efficiency and thoroughness in work, demonstrates a meticulous approach with an eye for detail and precision
  •          Result orientation – drives himself/herself and others to achieve a project-defied objective, adapts and orients methods and procedures of Project work with the aim of getting the defined results
  •          Adaptability – works effectively in a constantly changing environment and within a variety of dynamic work situations, adjusts own work plans, activities or actions to meet priorities

Additional information

To apply, please submit the following documents:

1.     CV

2.     Motivation letter 

Remuneration: According to Expertise France salary scale and profile/experience

 

Duration : 16 Months

Deadline for application : 2025/01/12 22:55

Expertise France is the public agency for designing and implementing international technical cooperation projects. The agency operates around four key priorities :

  • democratic, economic, and financial governance ;
  • peace, stability, and security ;
  • climate, agriculture, and sustainable development ;
  • health and human development ;

In these areas, Expertise France conducts capacity-building initiatives and manages project implementation, leveraging technical expertise and acting as a project coordinator. This involves combining public sector expertise with private sector skills to drive impactful results. 

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