Based in Kyiv, The Project Assistant works under the direct supervision of the Component Coordinators and Project Team Leader, and in close collaboration with the Shared Support Unit (SSU), experts, beneficiaries and service providers.

The Project Assistant plays a key role in ensuring the smooth implementation of project activities by providing comprehensive administrative, logistical and financial 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 and reporting, ensuring compliance with Expertise France and EU procedures.

Key Responsibilities

Project Coordination Support

• Support Component Coordinators in the planning, implementation and monitoring of project activities;
• Maintain activity trackers, implementation schedules and follow-up tools;
• Monitor deadlines and support follow-up on agreed actions with experts, beneficiaries and contractors;
• Assist in collecting and consolidating technical inputs for reports, activity notes and deliverables;
• Support preparation of work plans, activity calendars and implementation updates;
• Ensure proper filing and archiving of project documentation on shared platforms.

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.

Logistics support

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

Expert Management Support

• Support the preparation of expert contracts and administrative documentation;
• Maintain communication with national and international experts regarding assignments and deliverables;
• Follow up on submission of timesheets, mission reports and supporting documents;
• Support the preparation of payment requests and related administrative files;
• Assist in coordinating expert missions and ensuring timely implementation of assignments.

Financial and procurement support

• Carry out 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;

Monitoring and Reporting Support

• Support collection and verification of project monitoring data;
• Maintain activity and indicator tracking tools;
• Assist in preparation of internal, donor and management reports;
• Contribute to documentation of project achievements, lessons learned and success stories;
• Support preparation of presentations, briefing notes and reporting materials.

Additional support

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