Project Assistant

Role: As a Project Assistant at Geneva Call in Odesa, you play a crucial role in managing and implementing projects, working closely with the Project Coordinator and team to ensure high standards in project management and reporting. Your responsibilities also include supporting the planning and monitoring of Law of Armed Conflict (LoAC)/IHL training programs, building partnerships with key stakeholders, and contributing significantly to the promotion of international norms and practices on the ground in Ukraine. 

Mission: Geneva Call, registered and active in Ukraine since 2018 and with offices in cities including Kyiv, Kharkiv, Dnipro, and Odesa, has a strong partnership with the Ukrainian community and international partners. The organization focuses on providing training related to the LoAC/IHL, collaborating closely with the military, volunteers, and local authorities. It uses the expertise of Ukrainian veterans and active military members to provide specialized training and initiatives like the Code of Warriors of Light, reflecting Ukraine's spirit.  

The organization's mission is to support Ukraine's commitment to law and international standards, rather than investigating conflict law violations. Geneva Call emphasizes good practices within the Ukrainian military, offering guidance on the practical application of national and international conflicthumanitarian laws through tailored field training, particularly for military operators. This approach helps in making sound, ethical decisions in difficult combat situations and strengthens Ukraine's alignment with global standards, contributing to the nation's international objectives. 

Ukrainian military veterans who have been discharged from are strongly encouraged to apply/ Наполегливо рекомендується подавати заявки ветеранам ЗСУ, які були демобілізовані з лав ЗСУ.

We offer:

• Competitive Salary Package
• Comprehensive Premium Medical Insurance
• Extensive Accident Insurance
• Flexible Work Arrangements: Highly adaptable work schedule including remote work-from-home options every Friday, potential for additional remote days upon approval from the line manager (typically granted), flexible working hours, and the ability to work from different Geneva Call office locations.
• Generous Annual Leave: Minimum of 24 paid days per year, plus an additional 11 paid vacation days in line with the Ukrainian public holiday calendar.
• Compensatory Time: Provided for any work conducted outside the standard schedule.
• Travel Support: Accommodation and per diems covered for work-related travel outside the contracted office region and/or excessive times and/or distances traveled, in accordance with Geneva Call’s travel policy.
• Professional Development Opportunities: Access to funding for training, including language courses and specialized workshops.
• Essential Work Equipment: Provision of a laptop, mobile phone (including two pre-paid SIM cards), and Geneva Call branded merchandise such as jackets, travel mugs, and other materials.
• Robust Safety and Security Support: Includes the possibility of domestic relocation support to alternative Geneva Call office locations in case of increased violence, safety and first aid training and workshops from Ukrainian specialists, and provision of safety equipment for select staff residences in certain locations, such as backup power stations, blast-proof window filming, and first aid kits to support work-from-home requirement in cases of such needs to avoid risks. All Geneva Call offices are equipped with standard safety resources.
• Office Amenities: Complimentary coffee, water, and additional refreshments available at Geneva Call offices.
• Vibrant Work Environment: Multicultural and friendly team atmosphere with a close-knit group of around 40 staff members across the Ukraine program.

Responsibilities:

• Country Analysis: Help update country analyses, focusing on security, stakeholders, and conflicts. Assess humanitarian and political needs in Geneva Call intervention areas. 
• Project Support: Assist the Project Officer and Project Coordinator in planning, organizing, and tracking Geneva Call activities.
• Reporting: Prepare meeting notes, field reports, and risk assessments.
• Information Sharing: Disseminate key political, humanitarian, and legal updates within the region. 
• Project Quality Assurance: Support maintaining project quality and compliance with plans, budgets, and procedures. 
• Financial Reporting: Help prepare financial reports, documenting project expenses and budgets. 
• Data Management: Manage and safeguard project information. Assist in recording activities in the KOBO system. 
• Training Support: Help in delivering LOAC/IHL training sessions.
• Administrative Tasks: Help support security, assess risks, and manage office administrative duties in Odesa. 
• Event and Logistics Planning: Assist with local procurement and organizing logistics for events, including online and offline events. 
• Community Engagement: Regularly interact with local authorities, communities, and organizations, and assist in building relationships with key local stakeholders.
• Communication Preparation: Assist in creating communication materials, including collecting photographs. 
• MEAL Assistance: Support monitoring, evaluation, and learning activities. Ensure data quality and assist in collecting field data and conducting assessments.

Selection Criteria:

• Education: Bachelor’s degree required. A master’s degree in a relevant field, such as International Humanitarian Law, International Relations, Military Specialties, or other related fields, is desirable.
• Experience: Minimum 3 years in similar roles, preferably with experience in working with the military or volunteer groups in Ukraine. Experience in fieldwork with international NGOs in conflict or crisis situations is highly regarded. Experience of military service in the conditions of hostilities is an advantage. 
• Project Management: Demonstrable skills in supporting and/or managing organizational development projects, including experience: coordinating with international and diverse teams; using monitoring and reporting tools, such as surveys; and, managing basic budgets and purchasing systems. 
• Interpersonal and Communication Skills: Exceptional skills in persuasion, negotiation, and influence are essential, along with strong coaching skills. Proficiency in both written and verbal communication, particularly suited for engagements with the Ukrainian military and diverse stakeholders, is required. The role demands the capacity to communicate effectively with military personnel at all levels, including those at the lower ranks. An understanding of the Ukrainian armed forces' structure, the ranking system, and the chain of command is an advantage. Familiarity with the unique aspects of volunteer armed formations is also important.
• Adaptability: Capable of working under pressure in conflict-affected areas and managing multiple tasks simultaneously. 
• Travel Flexibility: Willingness and readiness to travel on short notice, including to insecure areas (Note: Geneva Call does NOT operate at the ‘zero line’ in Ukraine, but does conduct trainings and activities in areas considered higher-risk with support from dedicated Safety and Security staff). 
• Languages: Proficiency in English (B2 / C1 / C2 level)  and Ukrainian.