Based in Kyiv, the Project Assistant works under the direct supervision of the Project Team Leader, and in close collaboration with the Projects Support Unit (USP), 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, as well as with institutional partners, service providers and stakeholders.

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

Key Responsibilities

Project Coordination Support

• Support in the planning, implementation, translation, data collection, project reviews and reporting.
• Assist the Team Leader in organizing, maintaining, and updating the overall project agenda, meeting schedules, and key milestone calendars;
• 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.

Communication and stakeholder coordination

• Facilitate coordination with Ukrainian institutional partners, and other national or international stakeholders as required;
• Provide basic day-to-day translations and interpretation between English and Ukrainian to directly assist the Team Leader and team members in daily operational workflows;
• Support the preparation of communication materials (presentations, briefs, event summaries);
• Liaise with project team Leader and support team coordination.

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 Project Team Leader and 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

• Support procurement and contracting processes in line with 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.

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 the 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.