The PravoJustice4EU Program is recruiting one (1) Project Assistant – Project Coordination and M&E Support to join its team based in Kyiv.

Expected inputs / Scope of responsibilities:

The Project Assistant (PA) will provide day-to-day project coordination, administrative, monitoring and reporting support across the program, with particular emphasis on supporting project management and cooperating with the project M&E function. The PA will work in close coordination with the Project Team Leader, Operational Manager, Heads of Pillar, Project Officers, technical experts 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 accuracy, timeliness, traceability, confidentiality and quality of project information.

1. Project planning, coordination and follow-up

·        Support project management and Project Officers in translating approved workplans into practical activity calendars, meeting schedules, milestone trackers and follow-up actions.

·        Maintain and regularly update the overall project agenda, key milestone calendar and action-point tracker, ensuring that deadlines, responsible persons and dependencies are clearly recorded.

·        Monitor agreed deadlines and proactively follow up with relevant team members, experts, beneficiaries and contractors on outstanding inputs and actions.

·        Support preparation and periodic updating of workplans, implementation schedules and activity status summaries.

·        Prepare concise coordination notes and follow-up tables for internal meetings, and ensure systematic tracking of decisions and actions.

2. Monitoring, evaluation and reporting support

·        Support the collection, consolidation and initial verification of project monitoring, results and implementation data in coordination with the project M&E function and relevant technical teams.

·        Maintain and update activity and indicator tracking tools, including the M&E matrix, results framework, evidence registers and other monitoring instruments used by the project.

·        Follow up on missing, incomplete or inconsistent monitoring data and supporting evidence and flag material gaps to the responsible colleagues in a timely manner.

·        Assist in consolidating technical inputs for internal, donor and management reports, ensuring consistency with the approved results framework and reported implementation progress.

·        Support documentation of project achievements, lessons learned, good practices and success stories, including collection and organization of supporting evidence.

3. Documentation and information management

·        Maintain complete, orderly and accessible project documentation in the designated shared repositories and information-management systems.

·        Draft, format and quality-check routine project documents, including basic Terms of Reference, meeting minutes, correspondence, presentations, activity notes and internal tracking documents.

·        Ensure that final and approved versions of key project documents are filed in the correct locations and that naming conventions and version control are consistently applied.

·        Maintain records of key decisions, approvals, meeting outputs and follow-up actions to support institutional memory and audit trail requirements.

·        Ensure appropriate handling of confidential, sensitive and restricted information in line with Expertise France rules and project requirements.

4. Meetings, events and mission support

·        Support the administrative and logistical preparation of project meetings, workshops, trainings, consultations, missions and other activities in coordination with Project Officers, the Travel and Logistics Project Assistant and the PSU.

·        Prepare and maintain agendas, participant lists, invitations, attendance documentation, meeting packs and other supporting materials required for project activities.

·        Support meeting scheduling and coordination with experts, beneficiaries and external stakeholders, including follow-up on participation and required inputs.

·        Provide on-site or remote administrative support during project activities and ensure that required documentation is collected and filed after completion.

5. Administrative and operational support

·        Support routine administrative follow-up related to project activities, including collection and initial completeness checks of supporting documents before submission through the appropriate internal channels.

·        Maintain simple administrative and expenditure follow-up trackers relevant to assigned activities and provide accurate status information to project management and the PSU as requested.

·        Support coordination of expert and stakeholder documentation required for meetings, missions, reporting and other project processes within the limits of the position’s delegated responsibilities.

·        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 project agenda, milestone calendar and action-point tracker reflecting deadlines, responsible persons, dependencies and follow-up status.

·        Accurate and regularly updated M&E and results-tracking tools, with supporting evidence organized and readily accessible.

·        Timely consolidation of monitoring data and technical inputs required for internal, donor and management reporting.

·        Complete and well-organized meeting documentation, including agendas, minutes, participant records, decisions and follow-up actions.

·        Consistently maintained project filing system with appropriate version control, document naming and traceability.

·        Administrative support for meetings, events and missions completed within agreed deadlines and in coordination with relevant project colleagues.

·        Regular concise status updates identifying upcoming deadlines, outstanding inputs, data gaps and actions requiring management attention.

·        Accurate presentations, briefs, tables and reporting materials prepared to the required standard and within agreed timelines.

Performance standards

The Project Assistant is expected to manage assigned tasks proactively, maintain accurate and reliable records, meet agreed deadlines, follow up systematically on outstanding actions and ensure that project information is complete and readily retrievable. Performance will be assessed on the quality and timeliness of coordination support, accuracy of monitoring and reporting data, completeness of documentation, reliability of follow-up, compliance with applicable procedures and effectiveness of collaboration with project management, the M&E function, thematic teams and the PSU.