The PravoJustice4EU Program is recruiting two (2) Project Officers to join its team based in Kyiv.

Expected inputs / Scope of responsibilities

The Project Officer (PO) will provide end-to-end operational and project-management support to the assigned thematic unit/pillar, working in close coordination with the Head of Pillar, technical experts, Project Assistants and the PSU (Project Support Unit, administrative unit of the Expertise France office in Kyiv). All responsibilities shall be performed in accordance with Expertise France procedures, applicable donor requirements and project Standard Operating Procedures (SOPs), with particular attention to quality, efficiency, accuracy, traceability, value for money and confidentiality.

1. Activity planning, coordination and monitoring

•         Support the Head of Pillar and technical team in translating the approved workplan into practical activity schedules, action points, timelines, resource requirements and administrative follow-up actions.
•         Maintain an up-to-date overview of assigned activities, including implementation status, upcoming deadlines, dependencies, responsible persons, required procurements, expert inputs, missions and events.
•      Coordinate the operational preparation and follow-up of activities with the relevant project team members and the PSU, ensuring that administrative, financial, procurement and logistical steps are initiated sufficiently in advance.
•     Contribute to internal planning and coordination meetings and ensure systematic follow-up of agreed operational action points.

2. Procurement planning and operational compliance

•          Prepare and regularly update procurement needs linked to the thematic unit workplan in coordination with the Head of Pillar and Operational Manager, including estimated timing, budget availability, procurement method and required technical specifications.
•       Initiate and follow procurement requests in accordance with applicable Expertise France procedures and thresholds, ensuring that complete supporting documentation is available before submission.
•      Coordinate preparation of Terms of Reference, technical specifications, cost estimates, evaluation inputs, procurement justifications and other supporting documentation required for goods and services.
•         Monitor the progress of procurement processes and proactively follow up with the PSU and relevant colleagues to avoid delays affecting activity implementation.
•     Ensure that each operational process follows the applicable SOP, approval workflow, segregation of duties and documentation requirements, and flag any deviation or compliance concern to the Operational Manager.

3. Event and activity management

•      Plan and coordinate workshops, trainings, roundtables, conferences, consultations and other project activities from the operational side, from initial planning through completion and administrative closure.
•    Coordinate with service providers and internal focal points to confirm deliverables, timelines, quantities, technical requirements and contractual conditions before each event.
•      Ensure that attendance lists, agendas, participant information, logistical arrangements, service confirmations and other required documentation are complete and available in advance.
•         Conduct initial verification of supplier deliverables and supporting financial documentation, including invoices and evidence of service delivery, before forwarding documentation for formal financial processing.
•           Ensure timely administrative and financial closure of events, including collection and filing of final supporting documents and identification of any outstanding commitments.

4. Budget monitoring and financial follow-up

•      Maintain accurate budget tracking for the assigned thematic unit, including planned activities, commitments, contracted amounts, actual expenditure and forecasted needs.
•   Provide regular budget updates to the Head of Pillar and Project leadership, highlighting variances,    underspending/overspending risks, outstanding commitments and upcoming significant costs.
•         Cross-check activity planning against available budget and alert the Head of Pillar and Operational Manager where           proposed activities may exceed available allocations or require rephasing.
•         Coordinate with the PSU on financial documentation, coding, supporting documents and follow-up questions related to       assigned activities.
•            Support periodic budget forecasting and contribute operational inputs required for project financial planning and reporting.

5. Expert contracting, missions and operational support

•       Provide operational support for short-term and mid-term experts and Key Experts, including preparation and follow-up of administrative, contractual and logistical arrangements within the Project Officer’s area of responsibility.
•         Ensure that required administrative documentation is collected and complete and that contractual or mission-related          requests are submitted through the appropriate internal channels.
•         In liaison with Project Assistants and the PSU, organise expert missions in Ukraine and abroad, including travel,             accommodation, transfers, meeting logistics and other mission arrangements as applicable.
•         Track expert assignments and mission-related deadlines, including contractual deliverables, supporting documents and      administrative closure, and follow up on missing items.

6. Documentation, reporting and information management

•          Maintain complete, orderly and traceable operational files for assigned activities in the project’s designated information-      management systems and shared repositories.
•           Ensure that key documents - including approvals, TORs/specifications, procurement records, contracts or orders, participant documentation, invoices, mission documents and evidence of delivery - are filed in the appropriate location and can be readily retrieved.
•           Prepare concise operational status updates, trackers, tables and summaries for the Head of Pillar, Operational Manager and Project leadership as requested.
•           Support the preparation of internal and donor-facing reporting by providing accurate information on activity implementation status, operational outputs, expenditure progress and planned next steps.
•            Ensure appropriate handling of sensitive and confidential information in line with Expertise France rules and project requirements.

7. Coordination and communication

•         Act as an operational liaison between the thematic unit/pillar, PSU, Project Assistants, experts, service providers and other relevant internal stakeholders on administrative, financial, procurement and logistical matters.
•          Maintain proactive communication with relevant colleagues so that operational requirements, deadlines, responsibilities and outstanding actions are clearly understood.
•     Coordinate with Project Assistants to ensure an efficient division of responsibilities and avoid duplication or gaps in operational support.
•         Provide timely operational guidance to experts and service providers on applicable procedures, required documentation and practical arrangements, within the limits of the Project Officer’s delegated responsibilities.
•         Perform other related tasks requested by the Head of Pillar, Operational Manager or Project leadership consistent with the nature and level of the position.

Key deliverables and expected outputs

•         Up-to-date activity implementation tracker for the assigned thematic unit/pillar, reflecting deadlines, responsible persons,   operational dependencies and status of follow-up actions.
•         Rolling procurement and operational needs forecast aligned with the approved workplan and available budget, updated   whenever activities or implementation timelines change.
•       Complete operational files for assigned procurements, events, expert engagements and missions, with all required       supporting documentation prepared, collected and filed in accordance with applicable procedures.
•     Timely and accurate budget monitoring information, including commitments, actual expenditure, forecasted costs and identified variances or financial risks.
•      Event and mission arrangements completed within agreed deadlines, with required logistical, contractual and financial elements in place before implementation.
•    Initial verification and timely submission of supplier/expert supporting documentation for financial processing and administrative closure.
•       Regular concise status updates to the Head of Pillar and relevant project management on progress, upcoming actions, delays, risks and decisions required.
•         Prompt escalation of operational or compliance issues that may affect implementation, together with practical mitigation or corrective-action proposals.
•         Accurate and accessible records in the project’s designated systems, enabling audit trail, institutional memory and efficient reporting.

Performance standards

The Project Officer is expected to manage assigned tasks proactively and with limited follow-up, meet agreed deadlines, maintain accurate records, anticipate operational requirements, communicate risks early, and ensure that activities under his/her responsibility are implementation-ready and administratively compliant. Performance will be assessed on the quality and timeliness of operational delivery, reliability of budget and activity tracking, completeness of documentation, compliance with applicable procedures, and effectiveness of coordination with the pillar team and PSU.