Senior Project Assistant (Ukraine, Ukraine) contract

Parent Sector : Culture Sector (CLT)

Duty Station: Ukraine

Type of contract : Non Staff

Duration of contract : until 14/12/2025 (subject to satisfactory performance and availability of funds)

Recruitment open to : Internal and external candidates

Application Deadline (Midnight Duty Station Time) : 09.04.2025

UNESCO Core Values: Commitment to the Organization, Integrity, Respect for Diversity, Professionalism

Under the overall authority of the UNESCO Antenna in Ukraine and the direct supervision of the CLT Programme Specialist, the Senior Project Assistant shall contribute to the work of the Culture (CLT) Sector in Ukraine, supporting to the implementation of CLT projects and activities in Ukraine. 

Specifically, the incumbent shall:
•    Assist and provide administrative and logistical support to CLT programme activities in Ukraine, including, but not limited to, the organization of meetings, trainings, conferences, missions, including travel authorizations and make travel arrangements, and other relevant program activities;
•    Provide general office assistance, receive, register, review and draft correspondence, emails and letters in English and Ukrainian;
•    Develop and maintain update contact lists, maintain electronic and paper files up-to-date and in accordance with the standards of filing rules and practices in place and contribute to archiving tasks, and support the file management system in the Unit;
•    Support the preparation of background documents, reports, meeting agendas, invitations, minutes, forms, briefing notes, presentations, talking points, speeches, media content, and other relevant documents in English and Ukrainian;
•    Provide translation of documents from Ukrainian to English and vise-versa, as required, and assist with interpretation during relevant meetings;
•    Support the procurement process for goods, services, and works related to all Culture activities and the creation and management of contracts;
•    Ensure that procurement activities comply with UNESCO procurement rules and financial regulations, as well as donor requirements;
•    Prepare Requests for Quotations (RFQs), and Requests for Proposals (RFPs) for contractors, Invitations to Bid (ITBs), service providers, and suppliers related to heritage conservation and cultural projects;
•    Maintain an up-to-date database of qualified suppliers, contractors, and service providers, particularly those specializing in cultural heritage restoration materials, conservation expertise, and creative industry support services;
•    Conduct market research and price analysis to identify cost-effective and high-quality procurement options for Culture activities;
•    Track contractual obligations and coordinate vendor payments, ensuring timely disbursement of funds according to contractual terms;
•    Liaise with vendors to ensure the timely delivery of goods and services and coordinate troubleshooting in case of delays or contract performance issues;
•    Assist in the financial and budgetary oversight of projects and activities by supporting the preparation of budgets, monitoring expenditures, and ensuring alignment with project funding requirements;
•    Undertake other tasks as deemed relevant by the direct supervisor.

The Senior Project Assistant will work closely with the CLT Programme Specialist, the CLT Project Officers at the Antenna as well as HQ Culture sector supporting all CLT sector activities and project implementation in Ukraine.

The Senior Project Assistant main internal contacts will be the UNESCO Antenna in Ukraine colleagues and the CLT sector team at HQ. The external contacts will be implementing partners, consultants, suppliers and other project partners in Ukraine.
 

What are the expected results?

•    Administrative and logistical support to programme activities in Ukraine provided, including vendor management, procurement and the establishment of contracts supported;
•    Secretariat support, including preparation of background documents, reports, meeting agendas, invitations, correspondence, minutes, forms, briefing notes, speeches, talking points, presentations, media content and other relevant documents in English and Ukrainian drafted and prepared;
•    Administrative and logistical support in organizing meetings, trainings, conferences, missions, and other relevant program activities provided;
•    Files, records, project databases and correspondence tracked and maintained in a systematized manner and in close coordination with UNESCO Headquarters and UNESCO Antenna in Ukraine;
•    Translation of documents from Ukrainian to English and/or vice-versa and assistance with interpretation in relevant meetings provided;
•    Tasks deemed relevant by the direct supervisor. 

Duration:
•    6 months (with the possibility of extension subject to performance and resource availability).

Academic qualifications
•    Completed secondary, technical, or vocational education.

Professional experience   
A Minimum of three (3) years of work experience as assistant within substantial experience in procurement. 

Skills and competencies
•    Ability to manage information objectively, accurately, and confidentially;
•    Flexibility and adaptability to work schedules and priorities according to workload, emergencies, and deadlines;
•    Ability to design, work and execute tasks independently with thoroughness, care, and method;
•    Ability to work with and within multicultural teams;
•    Excellent interpersonal skills and the ability to work effectively in a team and in a multicultural environment;
•    Very good knowledge of IT skills (Microsoft Word, Excel, PowerPoint, Intranet, Internet, etc.).

Languages 
•    Excellent knowledge (written and spoken) of English and Ukrainian. 
 

    Relevant professional experience in UN System or at the international level.

Estimate Monthly Salary: 1.575.37 USD + reimbursement of medical insurance and pension up to 15% + danger pay (623 USD) subject to decisions by ICSC.