Project Assistant

Contract

This is a DRC - National contract. More about DRC - National contracts.

Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations.

DRC has been operating in Ukraine since 2014, currently DRC employs over 400 staff in Ukraine and will continue significant scale-up in 2023 to implement emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mine action) sectors, using direct interventions, support to duty bearers and civil society organizations (CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

Overall purpose of the role:

Project Assistant under the guidance of the Partnership Team Leader, provides essential administrative and logistical support to the DRC Ukraine Partnership Unit. The Assistant's role is pivotal in facilitating the smooth operation of the unit by assisting in the implementation of operational tools and processes and contributing to the practical aspects of executing DRC Ukraine’s partnership strategy. This includes organizing data, managing documentation, supporting field missions, and aiding in the coordination of partnership activities to ensure effective collaboration and achievement of partnership goals.

Responsibilities

• Partnerships Management:

  • Provide administrative support in documenting partnership standards and procedures.
  • Assist in preparing operational tools and training materials for partners.
  • Help in administrative tasks related to supervising DRC partners.
  • Assists in organizing capacity-building sessions and collects data for performance evaluations.
  • Assists in the logistical aspects of organizing field missions, including travel arrangements and scheduling.
  • Support communication with partners, including drafting meeting minutes.
  • Maintain and update a comprehensive partner database, including contact details, partnership history, and relevant notes.
  • Provides administrative and logistical support in the partner mapping process. Assists in organizing data, maintaining records, and preparing reports or presentations based on the mapping outcomes.

• Project Implementation:

  • Support in monitoring project implementation and compliance with standards.
  • Provide administrative assistance to project staff and partner CSOs.
  • Maintain well-organized project files and documents, ensuring efficient access and retrieval.
  • Assists in organizing capacity-building activities and collecting feedback on their effectiveness.

• Accountability and reporting:

  • Aid in managing tracking tools and preparing reports, including gathering data and data entry.
  • Perform basic quality checks on data and reports to ensure accuracy and reliability before submission.
  • Supports the execution of accountability measures and documenting the impact of activities within the partnership program, such as gathering necessary documentation and feedback.

• Coordination:

  • Provide logistical support in coordination with DRC partners and internal units.
  • Assist in organizing meetings and activities with external stakeholders.

Required experience and competencies:

• Experience:

  • Minimum 1 year of relevant experience in NGO projects.
  • Desired experience in partnership management and capacity building for national NGOs and CSOs.
  • Desired experience in project implementation tasks, with an understanding of basic project management principles.
  • Previous experience with DRC is an important asset.

• Competencies:

  • Strong skills in using Microsoft Office applications (particularly Word, Excel and PowerPoint) and Microsoft's online tools (particularly Outlook, Microsoft Teams and SharePoint).
  • Skills in assisting with the preparation of reports, proposals, and other written materials.
  • Skills in supporting monitoring and evaluation activities, including data collection and basic analysis.
  • Effective team-player and problem solver.
  • Efficient time and priority management with attention to deadlines.
  • Calm and diplomatic in nature.

  Education:

• Required: Bachelor's degree in social sciences, finance, international development, administration or any other relevant field

  Languages:

• Required: Ukrainian, fluent.

• Required: English, working knowledge.
• Desirable: Russian, working knowledge.

All DRC roles require the post-holder to master DRC’s core competencies:

• Striving for excellence: Focusing on reaching results while ensuring efficient processes.
• Collaborating: Involving relevant parties and encouraging feedback.
• Taking the lead: Taking ownership and initiative while aiming for innovation.
• Communicating: Listening and speaking effectively and honestly.
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer:

• Contract length: 12 months, with a 3-month probation period.
• Designation of Duty Station: Kyiv.
• Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for Expatriate Staff.

Application process: All applicants must upload a cover letter and an updated CV (no longer than four pages in English). Applications sent by email will not be considered.

Closing date for applications: 07th January 2024

We reserve the right to conduct interviews and select candidates prior to the application deadline.