Project Support Assistant

The Project Support Assistant will report to the Head of Project Cell. As part of the Project Cell, the Project Support Assistant will contribute to the efficient and effective accomplishment of the assigned tasks.

Duties and Responsibilities

The Project Support Assistant will be required, in accordance with the EUAM 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 Project Cell in tasks assigned;
• Provide support to the Operations, Mission Support Department, Political, Analysis and Coordination Division, Planning, Reporting and Evaluation Division on the administration process of projects throughout the project cycle; 
• Work closely with the Project Managers (incl. in the Mobile Unit and Field Offices) in order to ensure the communication on project administration and guidelines;
• Coordinate the registration of the Mission’s projects with the relevant Ukrainian authorities and assist the project managers in the process of drafting donation agreements;
• Together with the other Project Support Assistant(s) serve as the cross-component support structure within Project Cell for the Mission operations in the area of project administrative matters, especially financial and procurement during the implementation phase of the projects;
• Assist the Mission’s Project Managers in the development and preparation of project proposals, including budgets and Gantt-charts;
• While maintaining the administrative responsibilities of the Project Manager in accordance with the relevant SOPs (e.g. Project Management, Procurement, Finance), centralize and streamline administrative management and support to projects and operational events;
• Identify and anticipate from the administration perspective in a timely manner potential risks and issues specific to projects delivery forecast, and advise mitigating measures to the project teams;
• Contribute to project management procedures knowledge from the administrative perspective sharing and best practice roll out to Operations and Mission Support Department; 
• Translate minor project related documents from English to Ukrainian language and vice-versa as assigned; 
• Draft official letters and note verbales in communication with the counterparts;
• Provide support in developing, planning and organising trainings and events in relation to administrative issues with Project Cell and MSD for Project Managers;
• Serve as a Framework Contract Manager for certain Framework Contracts as appointed;
• Maintain, develop and file documents and recorded data in appropriate databases, spreadsheets and all data-related files;
• Handle information with confidentiality and discretion;
• Perform any other related tasks as requested by his/her Line Manager.

Qualifications and experience

Eligibility criteria: 

• Enjoy full civil rights and have no criminal records; 
• Citizenship of Ukraine and/or holding permanent resident and work permits according to Ukrainian laws;
• Successful completion of the Secondary Education attested by a Certificate;
• After having obtained the Certificate of Complete Secondary Education, at least three (3) years of relevant and proven full-time professional experience in the private and/or public sector; preferably with international or non-governmental organisations in project implementation.

Essential criteria:

• Be physically fit to perform the duties relating to the post;
• Professional fluency in English and Ukrainian languages, both oral and written;
• Excellent communication skills of English and Ukrainian;
• Very good knowledge and experience of Office Suite Package;
• Experience in positions requiring analytical and organizational skills, with a service and project-oriented approach;
• Experience of data analysis and spreadsheets.

Additional advantageous assets:

• Professional experience in an EU and/or International environment;  
• Experience of working in an intercultural environment, with respect of 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 mission members;
• Ability to deal helpfully and courteously with people, including outside contacts;
• Ability to prioritize tasks and to deliver high quality of work in a timely manner even under pressure.

to apply, please fill in the application form -https://www.euam-ukraine.eu/our-mission/vacancies/