Project Administrator, Ukraine

Status: Part time basis
End date: TBD (contingent of funding)

The successful applicant will assist with administration and general operations support under IWPR’s ongoing Ukraine Voices initiative, which strengthens the capacity of Ukrainian journalists to safely, effectively and professionally report from the frontlines, increasing audiences’ access to balanced independent information, and provides updates and analysis on judicial processes connected to war crimes. Ukraine Voices is currently supported by the UK's Foreign, Commonwealth, and Development Office (FCDO). 

Reporting to the Ukraine Voices Project Manager, the Project Administrator will provide assistance in a range of administrative and operational tasks, ensuring key processes are correctly followed and documented around matters including financial management, procurement, general administration and security. The Project Administrator will deliver all tasks in line with IWPR’s policies and procedures and FCDO requirements, and ensure financial and project activities are delivered and reported on as per donor and client requirements.

The successful applicant may be expected to work on additional smaller IWPR initiatives in Ukraine as and when required, including in the areas of media and CSO development.

You will:

• Assist the IWPR Project Manager on local administrative matters related to the delivery of project activities and media production, such as conducting procurement exercises, completing contracting and payment forms, coordinating travel, and arranging project meetings and workshops;
• Assist with local payments as required, via close liaison with the IWPR Project Manager and HQ finance team, including local fees and stipends administered;
• Contribute to financial reporting and strong financial processes as per IWPR requirements, including collating and submitting evidence of expenditure, such payment request forms, invoices and timesheets;
• Document minutes of key meetings, and record information such as key points of discussion, actions assigned and decisions made;
• Regularly update local directories of key project documents, including project workplans, events calendar (such as reporting and training), and procurement logs;
• Ensure due diligence processes are followed and in place in line with IWPR / FCDO policies;
• Ensure all activities are conducted in correspondence with local labour laws;
• Deliver administrative tasks as required by IWPR management team in the UK;
• Assist IWPR Project Manager in other administrative tasks, as required;
• Represent IWPR at meetings, workshops, and other events, as required;
• Contribute to a work environment that is non-discriminatory and promotes open dialogue on gender-related and culturally sensitive issues;
• Report to IWPR Ukraine Voices Project Manager.

The successful candidate will have:

• Bachelor’s degree in relevant field is desirable;
• Minimum three years of project administration related experience, ideally in fields such as international development, civil society and media. An equivalent combination of education and experience would be considered;
• Experience with administration of grant and service contract delivery with a range of partners, and donors, in particular UK Government funded projects and/or with other major international donors (US State Department, Norway, EU etc) would be highly beneficial, as would an understanding of donor rules and regulations.
• Ability to work independently, managing multiple streams of work, shifting priorities, and effectively work within deadline pressures;
• Proven experience of building and maintaining effective working relationships across a range of internal and external parties;
• Ability to work with people from different backgrounds and cultures in an open-minded, non-dogmatic manner.
• Strong communication skills in English, Ukrainian, and Russian, and ability to write in a clear, concise, well-organised manner. Proficiency in other languages is welcome.
• Advanced computer skills in a Windows based environment including Word, Outlook, PowerPoint and Excel
• Ability to travel (security permitting). (Desirable only).