Асистент/ка проєкту: Програма розвитку муніципальної інфраструктури
Terms of Reference (TOR) – Project Assistant
- Project Background
The Municipal Infrastructure Development Programme – Project Preparation Facility (MIDP-PPF) is a initiative financed by Switzerland’s State Secretariat for Economic Affairs (SECO) to support Ukraine’s sustainable recovery and reconstruction through preparation of bankable, climate-resilient municipal infrastructure projects.
MIDP-PPF project will be implemented in three components:
Component 1 – Project Preparation & Quick-Win Measures: Delivers full project preparation packages to ensure infrastructure projects reach financing readiness.
Component 2 – Co-Financing of Investment Measures: Ensures that prepared projects reach implementation.
Component 3 – Swiss Ukrainian Business Network: Enhances bilateral economic cooperation and facilitates Swiss participation in reconstruction.
- Position Title
Project Assistant
- Location
Kyiv, Ukraine (with travel within Ukraine as required and permitted by the security situation and internal travel procedures)
- Contract Type and Duration
- Full-time, project-based position aligned with project duration
- Up to 60-month contract
- 3-month probation period
- Reporting Lines
- Direct supervision: Country Director
- Overall guidance: Project Manager / Team Leader / Deputy Team Leader
6. Purpose of the Position
To support the project’s daily operations by providing administrative, logistical, coordination, documentation, and basic finance support, ensuring efficient functioning of the Project Office and smooth implementation of activities across the three components.
- Key Responsibilities
7.1 Office administration and logistics
- Support day-to-day office operations (correspondence, scheduling, filing, supplies, office services).
- Support practical office arrangements with service providers (e.g., courier, printing).
- Maintain contact lists and internal administrative trackers as assigned.
7.2 Meetings, events, workshops, and missions
- Setup and distribute invitations and meeting materials.
- Organize logistics for meetings and events including stakeholder meetings, workshops, trainings, and project missions.
- Provide administrative support for key events, including the project launch event and meetings linked to governance processes (for example, Steering Committee-related documentation and logistics, as applicable).
- Prepare agendas, participant lists, minutes, action trackers, and follow-up reminders.
- Coordinate venue arrangements, interpretation support, travel and accommodation, catering, and meeting equipment as required.
7.3 Documentation and knowledge management
- Maintain structured electronic filing systems, including version control and archiving, in line with the Operations Manual and confidentiality requirements.
- Support preparation, formatting, and quality checks of project documents, minutes, reports, and correspondence.
- Support compilation of supporting evidence for reporting and audits (attendance sheets, photos, signed deliverables, procurement records, mission documentation).
- Support bilingual documentation needs (Ukrainian and English) as required for internal use mainly.
7.4 Procurement and vendor coordination support
- Support procurement processes (collect quotations, coordinate with vendors, prepare administrative documentation) under the guidance of responsible staff.
- Maintain procurement and contract administration files (requests, quotations, evaluation documentation where applicable, contracts, delivery notes, acceptance certificates, payment support documents).
- Support logistics related to procurement and delivery of goods and services.
7.5 Basic finance and fiduciary documentation support
- Support financial administration tasks, such as preparing payment packages, contracts, tracking invoice status, archiving the original documents and documents signed digitally via the services of the electronic document management and maintaining expense documentation files.
- Support travel advance and expense reconciliation processes, ensuring completeness of supporting documents.
- Support cash and administrative expenditure reporting as assigned (for example, petty cash logs, trackers).
- Assist the finance function in preparing documentation for internal controls.
- Manage the inventory list.
7.6 Communication and visibility support
- Support preparation and logistics for communication and visibility activities (event materials, photo documentation, stakeholder mailing lists, dissemination support.
- Maintain archives of communication products and event documentation (slides, agendas, participant lists, photos, media references where relevant).
- Basic maintenance of project’s LinkedIn and Facebook accounts
7.7 Compliance, integrity, and security support
- Follow internal policies on confidentiality, information security, code of conduct, and safeguarding.
- Support practical implementation of office security routines and travel logistics according to internal security instructions and procedures.
- Performance Evaluation
Performance will be reviewed at the end of the probation period and annually thereafter, based on quality and timeliness of outputs, compliance with procedures, and contribution to effective project operations.
Required qualifications and experience
Education
- Bachelor’s degree in business administration, finance, management, public administration, international relations, or another relevant field, or equivalent professional experience.
Professional experience
- Minimum 3 years of experience in administrative, project assistant, or office support roles, preferably within donor-funded projects, international organizations, NGOs, or consulting environments.
- Demonstrated experience organizing meetings/events and coordinating travel and logistics.
- Experience with basic financial administration (invoice processing, expense reconciliation, cash or advance tracking);
Technical skills
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook), strong formatting and document quality skills.
- Experience with shared drives and document management practices (SharePoint or similar is an advantage).
Languages
- Fluency in Ukrainian (required).
- English (minimum B2 written and spoken, required).
Other requirements
- Willingness to travel within Ukraine as required, subject to security constraints and internal procedures.
Core competencies
- Strong organizational skills, attention to detail, and reliability.
- Service-oriented approach, good interpersonal and communication skills.
- High integrity, discretion, and ability to handle confidential information.
- Ability to work effectively in a multicultural team and coordinate across multiple workstreams.
- Practical problem-solving mindset and proactive task management.
Response evaluation and selection:
Interested candidates should send their proposals to [email protected] by 15 February 2026.
The proposal should include the following documents:
– а cover letter outlining relevant experience
– up-to-date CV outlining relevant experience and qualifications
– а preferred monthly rate
Please indicate the following in the subject line of the email: MIDP Project Assistant
The proposal should be submitted in English
