Project Assistant, Ukraine

Context

The International Institute for Democracy and Electoral Assistance — International IDEA is an intergovernmental organization of 35 member states, with a mission to support sustainable democracy worldwide. The Institute pursues this mission by providing comparative knowledge to reform-makers, assisting in conceptualizing and implementing democratic reforms, and influencing policies and politics at national and global levels. International IDEA shares comparative knowledge and supports policy reforms in the following key thematic areas: electoral processes, constitution building, political participation and representation, and democracy assessments. It also addresses the important issues of gender, diversity, and conflict and security as they relate to democracy.

International IDEA has a mandate to support democracy worldwide. Since its establishment in 1995, the Institute has sought to fulfil this mandate by incrementally expanding its geographic footprint. Increasing demand for the Institute´s support in countries in Europe, coupled with key developments that have highlighted the weakness of democratic institutions in some European countries, has motivated the Institute to establish a Regional Europe Programme (REP).

The REP has a strategic objective to support democracy in Europe, with an emphasis on Eastern Europe and the Western Balkans. In Ukraine, International IDEA aims to support state and civil society organisations in enhancing the resilience and quality of democratic institutions and processes. Key areas of our engagement relate to electoral processes and political finance, parliamentary strengthening, and promoting the expertise and capacity of civil society organisations to participate in decision-making processes. To date, the programme has supported important reforms in the fields of the integrity of elections and political finance, constitutional review and reform processes, local and regional democracy assessments. It has delivered this support through country and regional projects.

International IDEA is currently looking to expand its programming in Ukraine. The Programme's key areas of focus are provision of support to parliamentary strengthening and to enhancing electoral integrity; other areas of work may include activities to foster greater civic engagement in democratic processes, support to strengthening the culture of constitutionalism, digitalization, promotion of gender equality and women's participation in political and public life. The Project Assistant will provide support to the substantive, logistical and administrative processes for the implementation of the programme and particular projects and activities. While being based in Kyiv, the incumbent will form part of an evolving, larger team of staff to be based in Kyiv and in Brussels with a responsibility to design and implement our multi-faceted Ukraine programme.

Duties and Responsibilities

1. Provides administrative, budget and logistical support in the implementation of the Ukraine programme activities;
2. Assists with the planning and implementation of conferences, seminars, exchange visits by providing organizational, administrative and logistical support;
3. Supports the development of event budgets, preparing necessary contracting and financial documentation for procurement; Obtains quotations, conducts bid analysis and prepares procurement documentation for review;
4. Supports the preparation of event concepts, invitation letters, note-taking and reporting, posting of information on web and social media networks of the Institute;
5. Supports the organization of travel for the staff and consultants including travel authorisations, travel expense claims;
6. Drafts contracts for review , checking that contracts are in line with required International IDEA policies and procedures for procurement;
7. Processes invoices, project advance requests, project expenditure reports; Registers and uploads all contracts to the ERP system;
8. Assists with the preparation of work plans, activity budgets, donor financial reports;
9. Checks activity project expenditure reports for accuracy, verifying all supporting documents are in line with International IDEA policies and procedures as well as donor requirements;
10. Contributes information into International IDEA's existing databases of contacts;
11. Supports the preparation of International IDEA publications related to Ukraine;
12. Provides regular input into the internal coordination and planning, notes for team meetings and other planning documents;
13. Conducts written and oral translation/interpretation when necessary.

General Profile

• Possesses knowledge and skills through formal training or work experience;
• Adds value to team-based activities in their unit; collaborates with other entities of the Institute as required;
• Follows internal procedures to ensure high standards of performance and compliance with Institutional guidelines;
• Can be expected to travel to any geographical area involved in their projects;
• Acts in accordance with International IDEA' s core values; Respect, Integrity and Professionalism;
• Integrates a gender and diversity perspective in all activities.

Reporting line

• Programme Manager, Ukraine.

Education and Experience

• High School diploma; University background in political science, law, sociology, international relations or other related discipline is considered an advantage;
• Minimum three (3) years of relevant professional experience working in a similar role, within project administration, including budgeting, costing, monitoring, procurement and logistics, preferably in the field of democracy, governance, and electoral processes;
• Logistical planning experience in organizing travel and conferences;
• Experience of working in an international context, e.g. in an intergovernmental organization, considered an advantage;
• Experience in networking and communicating with different stakeholders such as government, UN, NGOs and other organizations is considered an advantage;
• Fluency in written and spoken English and Ukrainian is required.

Terms of Contract:

• Local Post.
• Fixed term appointment until 31 December 2026.
• Remuneration - USD 1600 Base per month

Please note as this is a local post, International IDEA will bear no costs relating to the relocation of the selected candidate to the duty station. This position is open to those legally authorized to live and work in Ukraine or the duration of the contract. International IDEA is not able to support work permit applications. 

Applying for this position:

• Applications should be submitted online no later than 23:59 (CEST) 04 December 2025. 
• Please note that all applications must be made in English.

Selection Process:

• Evaluation of qualified candidates will include a written test assessment and up to two (2) interviews.
• Candidates selected to proceed to the next stage of the process will be contacted once all applications have been carefully reviewed.
• All candidates will be notified of the status of their application via email once the process has been finalized.

International IDEA is an equal-opportunity employer which seeks to further diversify its staff in terms of gender, culture and nationality.

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