Project Assistant (M/W)

Описание

Expertise France is the public agency for designing and implementing international technical cooperation projects. The agency operates around four key priorities :

• democratic, economic, and financial governance ;
• peace, stability, and security ;
• climate, agriculture, and sustainable development ;
• health and human development ;

In these areas, Expertise France conducts capacity-building initiatives and manages project implementation, leveraging technical expertise and acting as a project coordinator. This involves combining public sector expertise with private sector skills to drive impactful results. 

Based in Kyiv, the Project Assistant will work under the direct supervision of the Project Leader and Deputy Project Leader, in close coordination with Project Officers in Kyiv and Paris, as well as with the Shared Support Unit (SSU).

The Project Assistant plays a key role in ensuring the smooth implementation of project activities by providing comprehensive administrative, logistical, financial and coordination support. The position requires close collaboration with a multidisciplinary team composed of long-term and short-term experts, as well as with institutional partners, service providers and stakeholders.

The role also contributes to project monitoring, reporting, and communication activities, ensuring compliance with Expertise France and EU procedures.

Key Responsibilities

Project coordination and operational support

• Support the planning, coordination and day-to-day implementation of project activities;
• Maintain project calendars, monitoring tools, dashboards and document databases;
• Assist in tracking deliverables, deadlines and performance indicators;
• Contribute to data collection, reporting and project reviews.

Administrative and documentation support

• Maintain organized project documentation, including contracts, correspondence and reports;
• Draft and format project documents, including Terms of Reference (ToR);
• Prepare meeting minutes and ensure proper documentation and filing systems.

Logistical support

• Organize logistics for meetings, workshops, trainings, study visits and expert missions (online and on-site);
• Coordinate travel arrangements, bookings and mission documentation;
• Liaise with service providers (venues, catering, interpretation, translation) to ensure quality delivery;
• Prepare mission packs and support travel authorizations.

Financial and procurement support

• Support procurement and contracting processes in line with EU and Expertise France rules;
• Assist in collecting and verifying invoices and supporting documents;
• Prepare payment files and contribute to financial monitoring and expenditure tracking;
• Ensure compliance with internal procedures and donor requirements.

Communication and stakeholder coordination

• Support the preparation of communication materials (presentations, briefs, event summaries);
• Facilitate coordination with Ukrainian institutional partners, local authorities, NGOs, and international stakeholders;
• Liaise with experts and support team coordination;
• Provide translation and interpretation (Ukrainian–English–French) when required.

Additional support

• Contribute to the overall functioning of the project team;
• Perform any other tasks as requested by project management.

Expertise France is the French public agency for international technical cooperation, operating under the supervision of the Ministry for Europe and Foreign Affairs and the Ministry of Economy, Finance and Industrial and Digital Sovereignty. The agency implements more than 400 projects across over 100 countries, supporting partner governments in strengthening public policies and institutional capacities.

Present in Ukraine since 2006, Expertise France has significantly expanded its activities in response to the country’s resilience, reconstruction and European integration needs. Its interventions are structured around key sectors including public financial governance, social protection, and institutional capacity building.

The current EU-funded project aims to support key Ukrainian institutions — notably the State Audit Service of Ukraine, the Accounting Chamber, and the Ministry of Finance — in strengthening the public financial control system. The project contributes to improving legal and regulatory frameworks, enhancing audit and control practices, and aligning national systems with the EU acquis, which is essential in the context of Ukraine’s reconstruction and accession process.

Key Competencies and skills

·        Strong attention to detail and accuracy, particularly in handling administrative and financial data; high level of integrity, reliability and confidentiality;

·        Excellent organizational, coordination and multitasking skills, with the ability to manage multiple tasks, meet deadlines and maintain a high standard of quality;

·        Strong analytical and synthesis abilities, with the capacity to understand and engage with complex technical topics;

·        Proactivity, autonomy and problem-solving mindset, combined with initiative and responsiveness;
Strong interpersonal, teamwork and intercultural communication skills, fostering cooperation and a service-oriented approach;

·        Flexibility, adaptability and resilience in fast-changing environments, with a clear focus on results.

 Required Qualifications and Experience

• University degree in public administration, economics, international relations, development, or a related field;
• Minimum of 3 years of relevant experience in project support, administration, logistics, or financial follow-up;
• Proven experience in international technical assistance or EU-funded projects is a strong asset;
• Experience in organizing events, missions and coordination with multiple stakeholders;
• Experience in procurement or contract management is an advantage.

Languages

• Ukrainian: fluent;
• English: fluent;
• French: an asset.

Application Procedure

Interested candidates are invited to submit:

• A CV (in English);
• A motivation letter (in English).