Based in Kyiv, the Project Assistant will work under the direct supervision of the Project Leader and Deputy Project Leader, in close coordination with Project Officers in Kyiv and Paris, as well as with the Shared Support Unit (SSU).

The Project Assistant plays a key role in ensuring the smooth implementation of project activities by providing comprehensive administrative, logistical, financial and coordination support. The position requires close collaboration with a multidisciplinary team composed of long-term and short-term experts, as well as with institutional partners, service providers and stakeholders.

The role also contributes to project monitoring, reporting, and communication activities, ensuring compliance with Expertise France and EU procedures.

Key Responsibilities

Project coordination and operational support

• Support the planning, coordination and day-to-day implementation of project activities;
• Maintain project calendars, monitoring tools, dashboards and document databases;
• Assist in tracking deliverables, deadlines and performance indicators;
• Contribute to data collection, reporting and project reviews.

Administrative and documentation support

• Maintain organized project documentation, including contracts, correspondence and reports;
• Draft and format project documents, including Terms of Reference (ToR);
• Prepare meeting minutes and ensure proper documentation and filing systems.

Logistical support

• Organize logistics for meetings, workshops, trainings, study visits and expert missions (online and on-site);
• Coordinate travel arrangements, bookings and mission documentation;
• Liaise with service providers (venues, catering, interpretation, translation) to ensure quality delivery;
• Prepare mission packs and support travel authorizations.

Financial and procurement support

• Support procurement and contracting processes in line with EU and Expertise France rules;
• Assist in collecting and verifying invoices and supporting documents;
• Prepare payment files and contribute to financial monitoring and expenditure tracking;
• Ensure compliance with internal procedures and donor requirements.

Communication and stakeholder coordination

• Support the preparation of communication materials (presentations, briefs, event summaries);
• Facilitate coordination with Ukrainian institutional partners, local authorities, NGOs, and international stakeholders;
• Liaise with experts and support team coordination;
• Provide translation and interpretation (Ukrainian–English–French) when required.

Additional support

• Contribute to the overall functioning of the project team;
• Perform any other tasks as requested by project management.