The PravoJustice4EU project is recruiting one (1) Project Assistant – Travel and Logistics to join its team based in Kyiv.

Expected inputs / Scope of responsibilities

The Project Assistant – Travel and Logistics (PA-TL) will provide day-to-day logistical, administrative and financial follow-up support for project-related travel, missions, meetings, events and study visits across both pillars. The PA-TL will work in close coordination with the Project Team Leader, Operational technical Manager, Heads of Pillar, Project Officers, experts and the PSU (Project Support Unit, administrative unit of the Expertise France office in Kyiv), as well as with travel agencies, hotels, venues, transport providers and other service providers. All responsibilities shall be performed in accordance with Expertise France procedures, applicable donor requirements and project Standard Operating Procedures (SOPs), with particular attention to advance planning, value for money, accuracy, traceability, traveler support and confidentiality.

1. Travel and mission coordination

•         Coordinate project-related travel arrangements for staff, experts and mission participants, including flights or rail travel, ground transport, accommodation, transfers and visa-related logistical support where applicable.
•         Prepare mission packs, travel requests, travel authorizations, itineraries and other supporting documentation required before each trip.
•         Liaise with Project Officers, project management and travelers to confirm mission purpose, dates, routing, practical requirements and relevant budget information before bookings are initiated.
•         Maintain a centralized travel and mission calendar/tracker and proactively flag booking, visa, approval, cancellation and documentation deadlines.
•         Coordinate changes, cancellations and travel disruptions with travelers and service providers and propose timely practical solutions while observing applicable procedures.
•         Support calculation and administrative follow-up of per diems, travel advances and other mission-related entitlements in accordance with Expertise France rules.
•         Support collection and follow-up of mission reports, tickets, boarding passes, invoices, expense documentation and other required records after completion of travel.
•            Acts as a travel focal point for booking trips and travelers profiles in Agency tools.

2. Event and meeting logistics

•         Support the logistical organization of meetings, workshops, trainings, conferences, consultations, study visits and expert missions, both in Ukraine and abroad.
•         Coordinate venue, accommodation, catering, interpretation, translation, transport, equipment and other logistical requirements with Project Officers, the PSU and relevant service providers.
•         Prepare participant lists, logistical notes, invitations, travel information and attendance documentation and ensure that practical information is communicated to participants in a timely manner.
•         Confirm service-provider deliverables, timings, quantities and practical arrangements before each activity and follow up promptly on identified gaps.
•         Provide on-site logistical support during project activities, including participant reception, coordination with providers and resolution of practical issues.

3. Vendor and procurement support

•         Support procurement and contracting processes for travel and logistics services, including travel agencies, hotels, venues, catering, transport and related event services, in accordance with Expertise France procedures.
•         Assist in collecting and organizing quotations, technical information, availability confirmations and other procurement supporting documentation requested by the Project Officers or PSU.
•         Maintain an updated base of signed framework contracts with contact details of service providers 
•         Support initial verification that services delivered correspond to confirmed orders, reservations or contractual arrangements before documentation is forwarded for financial processing.
•         Contribute to practical review of service quality, responsiveness and cost-effectiveness and promptly flag recurring performance issues to the Operational Manager and relevant Project Officer.

4. Financial and administrative follow-up

•         Prepare and organize payment-support files related to travel, missions and event logistics and ensure that required invoices and supporting documents are collected and complete.
•         Maintain accurate follow-up of travel and logistics commitments and expenditure information for assigned activities and provide status updates to relevant Project Officers and the PSU.
•         Assist in reconciling travel advances, per diems, mission-related expenses and other travel documentation after return, following applicable internal procedures.
•         Check practical consistency of invoices and supporting documentation against confirmed services, participant information and travel records before submission for formal verification and payment.
•         Immediately flag missing documentation, discrepancies, unusual costs or potential compliance concerns to the responsible Project Officer, Operational Manager or PSU colleague.

5. Documentation and information management

•         Maintain complete, orderly and traceable files for travel, missions and logistics activities in the project's designated shared repositories and information-management systems.
•         Draft and format travel-related documentation, including mission Terms of Reference, logistical notes, travel requests, authorization memos, participant communications and internal trackers.
•         Ensure that approvals, quotations, bookings, tickets, participant documentation, invoices, evidence of service delivery and mission records are filed in the appropriate location and can be readily retrieved.
•         Maintain appropriate confidentiality and secure handling of passport details, personal data, travel itineraries and other sensitive information.

6. Coordination and communication

•         Act as the principal day-to-day coordination point for practical travel and logistics queries from project staff, experts, mission participants and relevant service providers.
•         Facilitate coordination with Ukrainian institutional partners, national and international experts and other stakeholders on practical travel and event arrangements as required.
•         Provide day-to-day translation and interpretation between English and Ukrainian to support travel and logistics coordination when required.
•         Perform other related tasks requested by the Project Team Leader, Operational Manager or project leadership consistent with the nature and level of the position.

Key deliverables and expected outputs

•         Up-to-date travel and mission calendar/tracker reflecting approved and planned missions, booking status, deadlines, travelers and outstanding documentation.
•         Complete travel files prepared in advance of missions, including required authorizations, itineraries, bookings, participant information and supporting documentation.
•         Travel and event logistical arrangements completed within agreed deadlines and communicated clearly to travelers, participants and service providers.
•         Accurate and complete post-travel documentation, including expense and mission-support records, collected and submitted for administrative and financial closure.
•         Well-organized supplier and logistics documentation supporting procurement, service verification and payment processing.
•         Timely status updates on travel commitments, upcoming logistical requirements, cost implications, risks and issues requiring decisions.
•         Prompt resolution or escalation of travel disruptions, provider performance issues, documentation gaps and potential compliance concerns.
•         Accurate and accessible travel and logistics records maintained in the project's designated systems, supporting audit trail and institutional memory.

Performance standards

The Project Assistant – Travel and Logistics is expected to plan ahead, manage multiple concurrent travel and logistics requests, maintain accurate documentation, respond effectively to last-minute changes and ensure that practical arrangements are completed on time and in accordance with applicable procedures. Performance will be assessed on the timeliness and reliability of travel and event arrangements, quality of traveler and participant support, completeness of administrative and financial documentation, cost-consciousness, compliance with procedures and effectiveness of coordination with Project Officers, the PSU and service providers.