Under the direct supervision of the ERUA Team Leader, the Project Officer will provide operational, administrative and logistical support to the implementation of the project.

The position will support the acquisition and delivery of energy equipment to Ukrainian beneficiaries, maintaining accurate records and following up on activities from the consolidation of needs through procurement, shipment, receipt, handover and administrative closure.

The Project Officer will work closely with Expertise France’s Project Support Unit (PSU) in Ukraine, technical experts, the technical assistance provider, suppliers, logistics operators and beneficiary institutions. The role requires reliable follow-up, attention to detail and the ability to identify and promptly escalate delays or incomplete documentation.

Responsibilities and scope of work

1. Operational planning and coordination

• Support the Team Leader in implementing the project work plan and following up on agreed actions.
• Maintain a consolidated dashboard covering each equipment lot, including procurement milestones, contractual deadlines, shipment, customs clearance, delivery, acceptance and payment status.
• Collect and organise information on beneficiary needs, requested quantities, delivery locations and operational contacts for review by the Team Leader and technical experts.
• Follow up on outstanding inputs and decisions with the relevant stakeholders, highlighting dependencies that could delay procurement or delivery.
• Prepare agendas, supporting documents and minutes for project meetings and steering committee sessions, and monitor agreed follow-up actions.

2. Procurement and contract administration support

• Assist in preparing procurement files, terms of reference and administrative documentation, using technical inputs validated by the designated experts.
• Support supplier mapping and market enquiries under the guidance of the Team Leader and procurement colleagues, compiling information on availability, lead times, supporting documentation and indicative costs.
• Organise documents received from potential suppliers and service providers, and support the administrative processing of consultations in accordance with Expertise France procedures.
• Maintain procurement and contract registers, tracking contractual deliverables, deadlines, guarantees and outstanding documents.
• Follow up with suppliers and service providers on requested information and contractual commitments, and bring any proposed changes to the Team Leader’s attention.
• Prepare and organise the supporting documentation required for contract amendments, payments and closure, in coordination with the PSU.

3. Logistics and equipment delivery

• Support the planning and follow-up of shipments with suppliers, transport providers, the technical assistance provider and beneficiary focal points.
• Compile and track shipping, customs and delivery documentation, including invoices, packing lists and documents requested by the relevant support functions.
• Assist with project registration and related administrative formalities by collecting information and following up with the designated counterparts.
• Liaise with receiving platforms, and beneficiaries to confirm delivery arrangements and readiness to receive equipment.
• Maintain delivery schedules and promptly flag transport delays, missing documents, changes in destination or other logistical constraints.
• Organise the practical arrangements for equipment inspections and acceptance by authorised personnel, and collect signed acceptance reports and records of any discrepancies.
• Support the preparation of inventories, handover documentation and transfer certificates, ensuring that each delivery can be traced to its designated beneficiary.

4. Administrative and financial follow-up

• Work with the PSU to compile complete supporting files for project expenditure and supplier payments.
• Cross-check invoices and payment requests against contractual milestones and available delivery or acceptance documentation, referring discrepancies to the responsible colleagues.
• Update expenditure tracking tools using validated financial information and support the Team Leader in monitoring commitments and payments by lot.
• Organise the administrative and logistical arrangements for expert missions, beneficiary meetings and project-related travel.
• Maintain an orderly electronic filing system covering procurement, contracts, deliveries, expenditure and project correspondence.
• Support the preparation of files required for internal controls, audits and final project closure.

5. Monitoring, reporting and equipment traceability

• Collect and consolidate data on equipment ordered, delivered, accepted and transferred, as well as beneficiaries reached and delays encountered.
• Maintain records of changes to the approved equipment list and the corresponding decisions.
• Support the collection of information on equipment allocation, integration into strategic stocks and subsequent use, where available and relevant.
• Follow up on the receipt of technical documentation, warranties, maintenance guidance and any training records required under the contracts.
• Provide factual inputs for progress reports, presentations and the final report, including delivery summaries, implementation difficulties and lessons learned.
• Work with the Team Leader and the shared monitoring and evaluation function to ensure the consistency and completeness of project data.

6. Liaison and communication

• Maintain day-to-day working contacts with Ukrainian beneficiaries and operational partners, within the responsibilities delegated by the Team Leader.
• Prepare routine correspondence and support working exchanges in Ukrainian and English.
• Provide translation support for meetings and operational documents where needed, arranging specialist translation for technical or contractual materials when required.
• Supply validated information for project communication, respecting the sensitivity of information concerning critical infrastructure, equipment locations and delivery arrangements.
• Support the documentation of coordination with other assistance providers to help identify potential overlaps.