Executive Support Officer (M/W) / Спеціаліст(ка) українського офісу Експертиз Франс (Ч/Ж)

Mission description

The Executive Support Officer will be a highly experienced and proactive professional pivotal to supporting the Country Director and Maidan Programme Coordinator in Ukraine. This role demands exceptional organizational and multitasking abilities to seamlessly manage agendas, information flow, and stakeholder engagement. The successful candidate will be adept at anticipating needs, meticulously documenting information, and ensuring critical deadlines are met, contributing directly to the efficient operation of the office and project activities.

Reporting to and working closely with the Country Director and the Maidan Programme Coordinator, the Executive Support Officer will be responsible for the following key tasks with a strong emphasis on proactivity, accuracy, and confidentiality:

Main Tasks and Activities:

• Comprehensive Executive Support: Provide high-level administrative and organizational support specifically to the Country Director and the Maidan Project  Coordinator.
• Proactive Agenda Management: Expertly manage and prioritize complex agendas, schedules, and appointments for the Country Director and the Maidan Project  Coordinator, anticipating potential conflicts and ensuring efficient time management.
• Information and Document Management: Efficiently collect, organize, and maintain a systematic filing system (both physical and electronic) for crucial documents, ensuring easy access and retrieval.
• Contact Database Management: Develop and maintain a comprehensive and up-to-date database of key contacts, including stakeholders, partners, and relevant institutions.
• Meeting Management Expertise: Take ownership of organizing and coordinating various meetings, including scheduling, preparing necessary documents, managing logistics (room reservations, invitations, visitor welcome), and proactively following up on action points.
• Accurate Meeting Records: Attend meetings, take detailed and accurate minutes, and ensure their timely circulation and filing for future reference.
• Deadline Tracking: Proactively track critical deadlines for both the Country Director and Maidan Project, providing timely reminders and ensuring necessary actions are taken.
• Information Flow Management: Act as a central point for information dissemination, ensuring efficient and timely communication between relevant parties.
• Document Preparation: Format presentation materials and prepare professional correspondence (letters, emails) as required.
• Logistical Support: In coordination with the Shared Support Unit (SSU), provide administrative and logistical support for missions and other activities.
• Translation Support (as needed): Provide translation support during meetings and for documents between English and Ukrainian (and potentially French).
• Other tasks: Undertake additional tasks as required to ensure the smooth functioning of the office and project activities.

Project or context description

Expertise France (EF)

Expertise France is the French agency for international cooperation, part of AFD Group, under the Ministry of Europe and Foreign Affairs and the Ministry of the Economy, Finance and Recovery. The agency develops and implements projects that sustainably strengthen public policies in low- and middle-income countries. Expertise France intervenes in key areas of sustainable development, such as climate, health and education, and contributes alongside its partners to the realization of the 2030 Agenda.

Expertise France in Ukraine

Ukraine is a long-standing partner of Expertise France, which has been present in the country since 2006, mainly through European technical cooperation programmes and bilateral technical cooperation programmes run by French administrations and institutions (some fifteen European twinning arrangements have been implemented).

In 2024, Expertise France’s portfolio now includes 15 national projects and 3 regional projects, spread over two cross-cutting themes (European integration and reconstruction) and 7 sectors of activity:

• Health and social protection
• Rule of Law and Justice
• Local governance and decentralisation
• Innovation and support for the private sector
• Economic and Financial Governance
• Defence and security
• Sustainable development and climate change adaptation

Required profile

Required Profile:

Qualifications and Experience:

• University degree in a relevant field such as international relations, business administration, project management, or a related discipline.
• Minimum of 5 years of demonstrable experience providing high-level executive or administrative support, preferably within international organizations or complex project environments.
• Proven experience in proactively managing multiple demanding schedules and information flows.
• Demonstrated success in organizing and coordinating numerous meetings with diverse stakeholders.
• Strong experience in accurate note-taking and efficient filing systems.
• Experience in tracking and ensuring adherence to critical deadlines.
• Proficiency in the Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• Fluency in written and spoken English and Ukrainian is essential. Good command of French (B1 or higher) is a significant asset.
• Experience with Ukrainian-English or Ukrainian-French translation is an advantage.

Skills and Competences:

• Exceptional organizational and time-management skills with a proven ability to prioritize and multitask effectively under pressure.
• Highly proactive and self-motivated with a strong sense of initiative and the ability to anticipate needs.
• Excellent interpersonal and communication skills, with the ability to build and maintain positive working relationships at all levels.
• Demonstrated ability to handle sensitive information with discretion and maintain strict confidentiality.
• Strong attention to detail and a commitment to accuracy.
• Ability to work independently and as a collaborative member of a team.
• Problem-solving skills and the ability to exercise sound judgment.
• Adaptability and flexibility in a dynamic work environment.

Key Competencies:

• Concern for Quality: Demonstrates meticulous attention to detail, accuracy, and efficiency in all tasks, meeting commitments and deadlines.
• Proactivity: Anticipates needs, takes initiative, and proactively seeks solutions and improvements.
• Managing Information: Effectively collects, organizes, and disseminates information, ensuring its accuracy and accessibility.
• Planning and Organizing: Effectively organizes tasks, manages time, and prioritizes workload to meet deadlines and objectives.
• Communication: Communicates clearly, concisely, and professionally, both verbally and in writing.

Deadline for application : 2025/05/30 23:55

Link for applying

https://expertise-france.gestmax.fr/13202/1/executive-support-officer-h-f/en_US?redirected=3