Objectives and desired results

1) General objective

To provide reliable administrative, operational and translation support to the selection bodies and their secretariats, thereby contributing to the efficient, transparent and timely conduct of selection procedures.

2) Specific objectives

•  Assist with day-to-day administrative and operational tasks for the operation of the selection body.

•  Ensure proper communication between the selection body, its Secretariat and the secretariats of the institutions providing organizational support, including the appointing bodies.

•  Coordinate communication with state bodies, law enforcement agencies, the National Anti-Corruption Bureau of Ukraine, the National Agency on Corruption Prevention, the HCJ, the HQCJ and other public institutions.

• Register, store and dispatch documents of the selection body, including requests, official letters, invitations and other communications with state bodies, candidates and the public.

•  Assist with the translation of documents of the selection body and its Secretariat from Ukrainian into English and from English into Ukrainian.

•  Provide advice and support within meetings of the selection body, its Secretariat and coordination calls.

3) Anticipated results

•  The selection body and its Secretariat receive timely and reliable administrative and operational support.

•  Communication between the selection body, its Secretariat and the supporting secretariats is clear, timely and documented.

•  Requests and correspondence with state bodies and public institutions are sent, tracked and followed up in a timely manner.

•  All documents of the selection body are properly registered, stored and dispatched, and a complete archive is maintained.

•  Accurate translations enable members of the selection body to work effectively in Ukrainian and English.

•  Meetings and coordination calls are well prepared and properly recorded.

Description of the assignment

1) Planned activities

Experts shall work under the overall supervision of the Key Expert and Pillar 1 Lead, under the day-to-day guidance of the Head of the Secretariat of the relevant selection body, and in close coordination with other Project experts.

Experts may be assigned to one or more selection bodies. The Assistant shall provide the following services:

A. Administrative and operational support

•  Assist with day-to-day administrative and operational tasks for the operation of the selection body.

•  Maintain calendars, schedules of meetings and interviews, contact lists and trackers of deadlines and tasks.

•  Assist in the preparation of meetings and interviews, including agendas, documents for members, attendance lists and online connections.

• Liaise with the Project on technical and logistical arrangements, including interpretation, meeting facilities and online broadcasting.

B. Internal communication

•  Ensure proper communication between the selection body, its Secretariat and the secretariats of the institutions providing organizational support, including the appointing bodies.

•  Circulate documents, information and decisions among members of the selection body and its Secretariat in a timely manner.

C. Communication with state bodies and public institutions

•  Coordinate communication with state bodies, law enforcement agencies, the National Anti-Corruption Bureau of Ukraine, the National Agency on Corruption Prevention, the HCJ, the HQCJ and other public institutions.

•  Track requests sent to these institutions and other state authorities, monitor response deadlines and prepare follow-up letters, where needed.

D. Document management

•  Assist with registering and storing all documents of the selection body.

•  Send documents of the selection body, including requests, official letters, invitations and other communications with state bodies, candidates and the public, and any other documents to be disseminated within the selection procedure.

•  Maintain an organized electronic and, where required, paper archive, in compliance with confidentiality and personal data protection requirements.

E. Translation

•  Assist with the translation of the documents of the selection body and its Secretariat from Ukrainian into English and from English into Ukrainian.

•  Ensure the accuracy and consistent use of legal and procedural terminology.

F. Meetings, coordination and other tasks

•  Provide advice and support within meetings of the members of the selection body, its Secretariat and/or coordination calls, including the preparation of minutes and summaries, where requested.

•  Perform other tasks as requested by the Secretariat of the selection body.

•  Comply with all applicable confidentiality, data-protection, security, ethics and conflict-of-interest requirements.

2) Anticipated deliverables

3) Consultation

Experts shall work under the overall supervision of the Key Expert and Pillar 1 Lead, under the day-to-day guidance of the Head of the Secretariat of the relevant selection body.

Experts shall maintain regular communication with the Secretariat of the selection body and the designated Project experts concerning the allocation of tasks; deadlines set by the selection procedure; correspondence with state bodies, candidates and the public; documents to be registered, dispatched or translated; meetings and coordination calls; the submission of reports; and any circumstances that may affect the quality or timeliness of the assignment.

Experts shall promptly communicate any potential conflict of interest, including any professional or personal relationship with a candidate, any confidentiality concern or any other circumstance that may affect the performance of the assignment.

4) Implementation period

Start date: January 2027

End date: June 2030

Effective duration of the assignment: 42 months

5) Place of performance

The assignment shall be performed in Kyiv, primarily at the premises of the selection body or its Secretariat, with the possibility of remote work as agreed with the Secretariat and subject to applicable security and contractual arrangements.

Participation in meetings, consultations and other Project activities may take place in person or online, subject to prior agreement with the Program Key Expert.