Under the authority of the Head of Office, and the supervision of the respective Heads of Division, the incumbent carries out multiple assignments to meet the overall and specific objectives for the implementation of projects in the Council of Europe fields of activities, in co-operation with the donors, partners and other stakeholders, and in compliance with the Organisation’s regulations and donor requirements.
The incumbent shall perform the following tasks, in close co-operation with the Project team, and in accordance with the Organisation’s procedures, guidelines and priorities, with a concern for quality, efficiency, accuracy and confidentiality:
- assists in the day-to-day implementation, preparation, organisation and follow-up of the activities of the Project, completing all necessary arrangements in advance and in a timely manner;
- follows up work or activities in progress and reports to the supervisor, especially if and when problems occur;
- provides logistical and administrative assistance to the project team, as well as experts and consultants;
- makes practical arrangements connected to project activities (travel, visa requests, accommodation, meeting venue bookings, local transport arrangements, interpretation etc.);
- assists in initiating purchase orders and follows up on payment and reimbursement procedures;
- follows up on any other financial information and documentation to be submitted to headquarters;
- drafts and formats contractual engagements, correspondence, memos and documents in line with instructions and relevant procedures;
- organises and keeps project documents and files up to date (activity planning, official reports, expertise and other documents, outgoing and incoming correspondence, contact lists);
- provides inputs into ensuring the visibility of the Project, including regular updates of the website and dissemination of visibility materials;
- ensures the circulation of pertinent information and documents among the project team, the Office and headquarters;
- contributes to the efficient functioning of the office, in collaboration with the Head of Office, the Deputy Head of Office and the direct Project management in headquarters;
- carries out other tasks as may be required connected to the project implementation.
Please note that the incumbent may be required to perform other duties not listed in the vacancy notice.
This local recruitment procedure is open to applicants already present in Ukraine.
Only applicants who best meet the following criteria will be considered for shortlisting.
Qualifications:
- Completed full course of general secondary education and appropriate professional qualifications.
Experience:
- At least two years relevant professional experience relating to administrative or project support duties.
Language requirements:
- Excellent knowledge of Ukrainian (mother tongue level);
- Very good knowledge of one of the official languages (English);
- Knowledge of French would be an advantage.
Nationality:
- Nationality of host country or one of the 47 Council of Europe member states.
Age:
- Under 65 years of age at the closing date of the vacancy notice.