TERMS OF REFERENCE FOR THE ADMINISTRATIVE ASSISTANT / OFFICER FOR THE EU-FUNDED ACTION “EU INTEGRATION FACILITY FOR UKRAINE“

APPLICATION DEADLINE | 17 January 2025, 23:59 Kyiv Time

SECTORS | Administration 

OPPORTUNITY TYPE | Service Contract for 12 months with the possibility of extension until the end of the project

BUDGET PLANNED | max 2 300 EUR per month (service contract including all related taxes and other related costs). Other (non-personal) expenses related to the implementation of the project will be covered additionally in accordance with Project rules and procedures.  

EXPECTED STARTING DATE | 1^st Q , 2025

ORGANISATION | Central Project Management Agency (CPVA), Lithuania 

DUTY LOCATION | Kyiv, Ukraine (Project office)  

CONTACT POINT | CPVA Project Manager Ms. Simona Petrulytė [email protected]

DUTIES AND RESPONSIBILITIES OF THE ADMINISTRATIVE ASSISTANT/OFFICER: 

Services include general support services to the Team leader (TL) and office team in terms of administrative assistance, office management, correspondence, record keeping and filing, bookkeeping, and translation, interpretation services are to be provided in close coordination with TL, International and National Key experts, CPVA team entailing the following, but not limited:

• General support to the TL and office team in terms of administrative assistance, office management, correspondence, record keeping and filing, bookkeeping and accounting;
• Drafting written materials in relation to the project in Ukrainian/English languages;
• Supporting the TL and office team in organisational, logistical and technical matters, especially with organising conferences, training sessions, workshops, meetings, expert missions and study visits of experts and other;
• Developing and maintaining close working contacts with Ukrainian officials involved in the Project, the Project’s component leaders (international and national), the CPVA Project Team based in Vilnius, the visiting short-term experts (hereafter – STE);
• Helping or arranging contacts or meetings, attending meetings and drafting, disseminating minutes;
• Assisting the TL and office team (if relevant) in monitoring and reporting tasks;
• Supporting the STE in organisational and technical matters, including assistance to solve travel, accommodation and other related issues;
• Contributing to social media, online presence and other visibility activities if required and in coordination with the Project Communication & visibility / knowledge management officer;
• Standing in for the Interpreter-translator(s):

o   Interpret during meeting or other oral conversations (assistant might be supported by professional interpretation for special tasks) from Ukrainian to English and vice versa;

o   Translate project documents (legal documents, regulations, training material, information material, reports and other written material) from Ukrainian (to English and vice versa;

o   Conduct the proofreading of the documents translated into the Ukrainian language;

o   Assist the TL and office team and the STE in relation to language issues;

• Assist the TL and office team and the Interpreter-translator(s) in identifying, contracting and monitoring commercial translation and interpretation services.
• Assisting the CPVA Project Manager and Financial Officer (FO) with successful administration; and management of the Project:
• Assist with the projects’ financial expenditure;
• Assist in resolving with the Ukrainian authorities any issues related to the implementation of the project and the functioning of the project team, e.g. registration of the project, submission of VAT reports etc;
• Ensure compliance with the CPVA procurement procedures when ordering the office supplies, event organising services, other;
• Maintain finance records and process invoices in liaison with the CPVA FO;
• Assemble the Project claims for audits;
• In charge of the office including safety rules (e.g. anti-fire safety procedures and other);
• Performing any other aspects which may be in line with the role.

THE ADMINISTRATIVE ASSISTANT/OFFICER SHOULD HAVE THE FOLLOWING PROFILE:

• University degree (Diploma) required.
• A minimum of 2 years of professional experience in administrative assistance for project implementation and management. Experience in civil service, NGO, or international environment will be considered a significant advantage (employment contracts or service certificates may be requested).
• English and Ukrainian (both oral and written) are the working languages. Fluency in written and spoken English is mandatory. Experience in translation/interpretation would be considered an advantage.
• Experience with administrative procedures.
• Computer literacy, specifically advanced skills in MS Office, MS Excel, and PowerPoint.
• Availability to work fairly independently as well as part of a team and be initiative and flexible. 
• Proactive, flexible and detail-oriented approach to tasks and a service-minded approach to supporting operations in the field.
• Good collaboration and communication skills and ability to build good working relations with people from different cultural backgrounds.

APPLICATION PROCEDURE: Please submit your CVs to  [email protected] indicating the title of the applied position “Administrative Assistant_UA2EU” by 17 January 2025, 23:59 Kyiv Time. Please be informed that only the shortlisted candidates will be contacted to participate in the further procurement stages planned for January-February 2025.   

PROGRAMME / ACTION DESCRIPTION: the overall objective of the EU programme "EU Integration Facility for Ukraine" (hereinafter — UA2EU or Action) is to support Ukraine’s progressive alignment to the EU acquis and its overall EU integration efforts with a view to future EU membership. This EU assistance aims to build strong and efficient state mechanisms for managing Ukraine's EU accession process and implementing related reforms. The Facility will follow the emerging and evolving needs of the main stakeholders and build a solid institutional capacity for meeting the accession criteria. The Action will provide support to:

i)      Strengthened capacities of Ukraine's key actors and stakeholders in overall management, coordination, and monitoring of the EU accession processes and related reforms agenda;

ii)    Increased availability of the legal expertise necessary for an efficient approximation of Ukrainian law to the EU acquis;

iii)   Enhanced overall institutional, procedural and methodological capacities of competent institutions in EU acquis translation;

iv)   Raised awareness of Ukrainian society and key stakeholder groups on the EU accession process and related reforms agenda.

The Action will be implemented in indirect management with the EU Member State Agency Central Project Management Agency (CPVA) will lead the Action, ensuring cohesion and sustainability of all the project activities, as well as supervise the implementation of three components. The total allocated budget for the Action's implementation period is 14 MEUR, with co-funding contributions of 1 MEUR from the Republic of Lithuania and 3 MEUR from the Republic of Denmark. This funding will be administered by CPVA over the period from 1 January 2025 to 31 December 2027.

More information on the Action can be found here: CPVA will implement a new programme for Ukraine’s EU Integration.

The Administrative Assistant/Officer will work in close collaboration with the CPVA Project team, including Project Managers and Finance Officers, as well as with the Action Team, composed of a Team Leader, Deputy Team Leader, International and National Key Experts, a pool of short- and mid-term experts, and embedded experts within key beneficiary institutions. The Project office staff will operate from Kyiv, Ukraine.

About the ORGANISATION: CPVA has more than 20 years of experience in project management, and we work to ensure that public investments are beneficial and managed responsibly. We administer projects and programmes and implement international development cooperation policy. We also provide methodological support on public investment to state and municipal authorities and institutions and advise on the issues related to public-private partnership projects.

DIVERSITY AND EQUAL OPPORTUNITIES: CPVA embraces diversity and respects human rights in all areas of its work. Discrimination of any kind including based on gender, religion, sexual orientation, ethnicity or culture is not accepted. Personnel shall respect equal rights of individuals and strive to create an atmosphere where people’s differences are accepted and valued.  

DATA PROTECTION: responding to this Expression of interest you give consent to process your personal data. Please note your data will be stored on the central server at CPVA. Please find more information by visiting the following website: https://www.cpva.lt/en/protection-of-personal-data/558. All information received will be stored on our secure servers, which are not accessible from the public website for third parties. The purpose of processing of the data you submit is to manage each expressed interest in view of a possible pre-selection at CPVA. The lawfulness of the processing is based on Regulation (EU) 2018/1725 of the European Parliament and of the Council of 23 October 2018 on the protection of natural persons with regard to the processing of personal data by the Union institutions, bodies, offices and agencies and on the free movement of such data.