Project Support Assistant (UALC 46)

The Project Support Assistant will report to the Head of Project Management Unit. As part of the Project Management Unit, s/he will contribute to the effective and efficient completion of relevant 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 Management Unit in tasks assigned;
• Provide support to the Operations Department, Mission Support Department, Political, Analysis and Coordination Department and Planning, Reporting and Evaluation Department on the administration process of projects;
• 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;
• Take part in coordination of EUAM and other EU-funded projects' activities within the EU's integrated approach;
• Together with the other Project Support Assistant(s) serve as the cross-component support structure within Project Management Unit 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 administering projects; work in close coordination with all sub-divisions of Mission Support Department to ensure the appropriate follow-up actions;
• Assist organising project events e.g. related to donations, conferences and trainings;
• Manage the communication flow with the relevant actors within the Mission throughout the whole duration of the implementation phase of assigned projects;
• Assist  Project Managers  in the Budgetary Commitments submissions; initiates  Budgetary Commitments if required;
• 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 and/or Russian language and vice-versa as assigned;
• Provide support in developing, planning and organising trainings and events in relation to administrative issues with Project Management Unit and MSD for Project Managers;
• Serve in exceptional cases 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;
• Perform any other task as requested by his/her Line Manager.

Qualifications and experience

Eligibility criteria:

• Enjoy full civil rights and do not have criminal record;
• Be in possession of Ukrainian citizenship and/or valid residence and work permits according to Ukrainian laws;
• Have fulfilled any obligations imposed on him/her by the laws concerning military service;
• 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;
• Excellent communication skills of English, Ukrainian and Russian;
• Very good knowledge of MS Office Suite;
• 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.