Project Officer/Координатор проекту

Job Purpose

International Alert (IA) has worked in Ukraine since 2015 and have trained over 80 civil society organisations on conflict sensitivity, and with 40 of these organisations, has provided support for their peacebuilding activities. IA have also supported the development of three multi-disciplinary psychosocial support centres in L’viv, Dnipro, and Kyiv, and six mobile psychosocial support teams along the line of contact, providing services to over 20,000 people.

The Project Officer (PO) will play a critical role in coordinating the day-to-day implementation of a Context Sensitivity Hub Ukraine project funded by Global Affairs Canada. The role will involve administrative support for the project team operations, coordinating events organization and logistics, ensuring effective coordination of partners and participants engagement, and collecting data for Monitoring, Evaluation, and Learning (MEL) purposes. The PO will work closely with all stakeholders, including partners and participants to ensure the smooth running of events and effective communication and data management.

Duties and Responsibilities

Event Organization and Logistics:

• Contribute to organization of events related to the Conflict Sensitivity HUB, including training sessions, conferences, and the Peace Café meetings ensuring they are well planned and executed within the specified timeline.
• Oversee logistical arrangements, including coordination with internal and external stakeholders to secure event venues, materials, and resources.
• Manage invitations, registrations, and communication with event participants.
• Ensure all logistical requirements for participants (e.g., travel, accommodations, materials)
• Provide on-site support during events, ensuring everything runs smoothly.
• Maintain regular communication with event participants, providing updates, relevant materials, and any other necessary support before, during, and after events.
• Facilitate participant feedback collection to improve future events and activities.

Stakeholder Communication and Coordination:

• Liaise with key partners (including local NGOs, local government entities, and international organizations) to ensure coordination and alignment of activities.
• Facilitate communication and coordination between partners, ensuring active participation and contribution to events.
• Monitor partner engagement to ensure active involvement and follow-up on commitments.

Data Collection for MEL (Monitoring, Evaluation, and Learning):

• Contribute to collection and organization of data relevant to event outcomes, including participant feedback, engagement metrics, and logistical performance.
• Assist in the preparation of MEL reports, ensuring data is accurately recorded and analysed.
• Maintain accurate records of event-related data, ensuring easy access for future analysis.
• Ensure compliance with data protection and privacy regulations during data collection and reporting.

Administrative Support:

• Draft and distribute meeting agendas, minutes, and summaries.
• Manage communications with partners, participants, and internal teams, ensuring timely and clear messaging.
• Track budgets and expenditures related to events and logistical needs.
• Coordinate with the finance team to ensure timely and accurate financial reporting for events and activities.

Required qualifications:

• Education: Bachelor’s degree in a relevant field (International Relations, Development, Project Management, etc.).
• Experience: Minimum of 5 years of progressive experience in in project coordination, event organization, or related roles, including experience with organizational development, stakeholder coordination, supporting research and MEL functions.
• Strong organizational and logistical skills, with the ability to manage multiple tasks and deadlines simultaneously.
• Excellent communication and interpersonal skills, including experience working with diverse stakeholders.
• Experience in data collection and analysis for MEL purposes.
• Fluency in English and Ukrainian (knowledge of Russian is a plus).