Rehab4U Objective 2 Assistant

Position Summary

Momentum Wheels for Humanity is implementing the five-year Rehabilitation for Ukraine (Rehab4U) Activity in Ukraine funded by the Department of State. The project aims to create sustainable, quality physical rehabilitation services within the health system across all levels of care, including the primary health care (PHC) level, by addressing both urgent, short-term gaps and long-term systems requirements. Sustainable, quality, physical rehabilitation services will enable all Ukrainians to optimize their functioning, fully integrate within society, and participate in the economic recovery and growth of the country.

The Rehab4U Assistant will provide essential logistical, administrative, and programmatic support to the Rehab4U Activity. The Rehab4U Assistant will support with drafting documentation and reporting, facilitate the implementation of project activities, ensuring compliance with donor regulations, and maintaining effective communication among stakeholders.

About Momentum Wheels for Humanity

Since 1996, Momentum Wheels for Humanity has increased access to mobility and improved the quality of life for children, teens, and adults with physical disabilities in more than 50 low- and middle-income countries. We build and strengthen rehabilitation services within health systems through training and capacity building, policy and standards development, and supply and distribution of wheelchairs and other life-changing equipment. For more information, visit https://momentum4humanity.org/.

Key Responsibilities:

The Rehab4U Assistant will work closely with the Rehab4U Officer and under the supervision of the Rehab4U Objective 2 Lead to facilitate the implementation of the Rehab4U Activity. The Consultant must be willing and able to work in Ukraine.

Key responsibilities:

Task 1: Administrative and Logistical Support

1.1. Draft agendas, participant lists, and meeting minutes for project activities.

1.2. Organize electronic and paper filing systems to ensure that project documentation is accessible and audit-ready.         

1.3. Support the logistics of trainings and in-country activities, including arranging venues, catering and transfer services.

1.4. Assist with procurement activities by sourcing supplies needed for project activities and ensuring compliance with donor rules and regulations.

1.5. Collaborate with the Rehab4U Officer to enhance coordinative efforts among finance, technical, and operations staff for the procurement process.

1.6. Support tracking of activity implementation against approved workplans, timelines, and indicators. 

1.7. Maintain activity tracking tools (trackers, follow-up matrices). 

1.8. Ensure all project documentation is complete, properly archived, and audit-ready at all times. 

1.9. Maintain activity calendars and support planning cycles: track deadlines and ensure timely submission of deliverables.

1.10. Assist in collecting supporting documents for payments and reimbursements.

1.11. Maintain regular communication with partners, service providers, and stakeholders: follow up on action points and ensure timely responses.

Task 2: Travel Coordination

2.1. Assist in coordinating travel arrangements for project personnel, ensuring compliance with travel policy and documentation standards.

2.2. Help review travel documentation for compliance and forward for approval as necessary.

2.3. Resolve logistical and programmatic needs related to travel and facility arrangements including ground transportation, accommodations.

Task 3: Reporting, Documentation and Communication

3.1. Assist in consolidating and reviewing inputs for donor reports and other project deliverables, upload all project-related documentation to Share Point; maintain and update project databases (participants, activities, outputs); ensure data accuracy, consistency, and completeness.

3.2. Contribute to the preparation of monthly reports if any, focusing on significant accomplishments and encountered challenges.

3.3. Help facilitate communication between local and national agencies, institutions, and relevant stakeholders to further project activities.

3.4. Attend MWH Ukraine team meetings and contribute to discussions related to program activities.

3.5. Assist in maintaining schedules for Chief of Party and Deputy Chief of Party meetings, including preparation of necessary materials and documentation.

3.6. Support documentation of lessons learned and best practices: contribute to knowledge sharing within the team.

Minimum Requirements:

• Bachelor’s degree in public health, rehabilitation, social sciences, health management, or a related field.
• At least 2 years of relevant professional experience, preferably in:
  • Healthcare or rehabilitation sector
  • International technical assistance or development projects
  • Program implementation or coordination
  • Ability to support planning and implementation of trainings, workshops, and field activities
  • Experience in data collection, reporting, and documentation
  • Proficiency in Ukrainian (required)
  • Working knowledge of English (written and spoken)
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint)
  • Experience with online collaboration tools is an asset

Please submit a cover letter and resume in English to Відправити резюме , rolling until filled. Please include “Application for Rehab4U Objective 2 Assistant: YOUR NAME” in the subject line. Applications will be considered on a rolling basis. Due to the volume of replies, please do not contact the office directly.

Momentum Wheels for Humanity is an equal-opportunity employer. We value a diverse workforce and an inclusive culture. Momentum Wheels for Humanity encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, age, national origin, marital status, citizenship, disability, or veteran status. Persons with a disability who are equally qualified for the position will receive first review priority.