Coordination and Operations Officer

The Coordination and Operations Officer will report to the Head of Operations (HoOPS). As part of the Head of Operations Office, s/he will contribute to the efficient and effective completion of relevant tasks within the mandate of EUAM. 

Context

The Head of Operations Office supports the work of the Head and Deputy Head of Operations so that, inter alia, there is an efficient flow of work products from the Operations Department to the Senior Management, Ukrainian interlocutors, the international community actors and to the CPCC HQ in Brussels.

Duties and Responsibilities

The Coordination and Operations Officer will be required, in accordance with the EUAM Ukraine Mandate, Code of Conduct and the General Service Conditions for Locally Contracted Staff Employed by EUAM Ukraine, Serving in Ukraine, to perform the following tasks:

• Assist the Head of Operations and the Deputy Head of Operations in support of their efforts in the development of Ukrainian government and ministerial reform policy in accordance with Mission policy and guidelines;
• Support the Head of Operations and the Deputy Head of Operations in daily coordination of the Operational department in the planning and implementation of the operational tasks in line with the Mission Implementation Plan. This work will be under the guidance of the Reform and Coordination National Expert;  
• Coordinate the planning and implementation of operational visits and meetings with local authorities, stakeholders and international organisations;
• Assist the Head of Operations in project planning, preparation, implementation and reporting on the projects;
• Support coordination of the projects with external funding from EU Member States and other international partners;  
• Draft written analysis, reports and presentations;
• Perform translations of all types of documents, e.g. laws, administrate regulations, presentations, letters, reports etc. from English to Ukrainian language and vice-versa;
• Perform interpretation in simultaneous and consecutive mode from English to Ukrainian language and vice-versa, inter alia at meetings and mentoring sessions at government level for the international members of EUAM as assigned;
• Take notes/minutes;
• Collect and analyse information contained in communications and publications received from different sources, including the press, with regards to the respective field of reform;
• Provide support in developing, planning and organizing meetings and events with local authorities, stakeholders and international organisations;
• Perform administrative and secretarial duties, draft e-mails, memos, letters and other requested documents as required, including to ensure clearance of documents and maintain filing systems;
• Maintain, develop and file documents and recorded data in appropriate databases, spreadsheets and all data-related files;
• Prioritize tasks and deliver high quality work in a timely manner even under pressure, perform on-call and irregular working schedule if required; 
• Act as the replacement and deputise other Head of Operations office colleagues;
• Deal with all information, inter alia, operational information, with confidentiality and discretion;
• Perform any other related tasks as requested by the Line Manager. 

Qualifications and experience

Eligibility criteria:

• Enjoy full civil rights and not to have a criminal record; 
• Citizenship of Ukraine and/or holding permanent resident and work permits according to Ukrainian laws;
• Successful completion of a full course of university studies attested by a Bachelor’s degree in Public Administration, Political Science, International Relations, Law, Social Sciences, Diplomacy, Linguistics or a closely related field of study (Bachelor’s degree is a requirement); 
• After having fulfilled the educational requirements, at least five (5) years of relevant and proven full-time professional experience in the private and/or public sector.

Essential criteria:

• Be physically fit to perform the duties relating to the post;
• Professional fluency in English and Ukrainian languages, both oral and written;
• Very good knowledge and experience of Office Suite Package;
• Good level of flexibility and self-reliance; 
• Experience and proven ability to manage projects and streamline processes in a complex organisation;   
• Analytical and reporting skills and previous experience in Project Management;
• Sound knowledge of Ukrainian government structures, governmental Institutions, structures and governance processes in the context of Civilian Security Sector Reform.

Additional advantageous assets:

• Professional experience in an EU and/or International environment (Missions and/or International Organizations);  
• Experience of working in an intercultural environment, with respect for diversity.

Personality assets:

• Have strong sense of initiative, responsibility, and autonomy; 
• Maintain the highest levels of confidentiality and discretion when dealing with information;
• Ability to build productive and cooperative working relationships with other staff members;
• Ability to deal helpfully and courteously with people, including outside contacts;
• Ability to prioritise tasks and to deliver a high-quality work in a timely manner even under pressure;
• Ability to perform an on-call and irregular working schedule and participate on extended duty trips inside and outside Ukraine, if required.