Офіс менеджер/ка проєкту

Terms of Reference (TOR) – Project Office Manager

1. Project Background
The Secondary School Reform in Ukraine – Learning2gether2 Programme (LT2) is an initiative financed by the Ministry for Foreign Affairs of Finland (MFA) to support the implementation of the New Ukrainian School reform, focusing on the Academic Stream in the Upper Secondary School.
Learning2gether2 will be implemented through three result areas:
Result area 1: Teacher’s capacity to implement the new curriculum
Result area 2: Enabling school infrastructure and management
Result area 3: Education policy coordination

2. Position Title
Project Office Manager

3. Location
Kyiv, Ukraine

4. Contract Type and Duration
Full-time, project-based position aligned with project duration
Up to 48-month contract
3-month probation period

5. Reporting Lines
Direct supervision: Chief Technical Adviser (CTA)
Overall guidance: CTA / Home Office / Finance Manager

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.

7. 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.
Support logistics related to procurement and delivery of goods and services.
Assist the finance function in preparing documentation for internal controls.
Manage the inventory list.
Other duties as considered necessary by the CTA or the Home Office.

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 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

7.5 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.

8. 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.

9. 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).

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.

10. Response evaluation and selection:
Interested candidates should send their proposals to [email protected] by 15 April 2026.

11. The proposal should include the following documents:

– а cover letter

– up-to-date CV outlining relevant experience and qualifications

– а preferred monthly rate

Please indicate the following in the subject line of the email: LT2 Project Assistant
The proposal should be submitted in English