Role of the Executive Assistant / Office Manager / Асистент/ка керівника / Офіс менеджер/ка
The French Development Agency in Ukraine
French Development Agency (AFD)
The French Development Agency (AFD) is a financial institution that implements France’s policy on development and international solidarity. Present in more than 115 countries, AFD finances and supports projects that promote sustainable and inclusive growth in key sectors such as climate, biodiversity, peace, education, urban planning, health, and economic development. Committed to achieving the Sustainable Development Goals (SDGs) set by the United Nations, AFD works closely with governments, local institutions, and private sector actors to build a fairer and more resilient world.
AFD in Ukraine
AFD Office in Ukraine is attached to the Regional Directorate for European Neighborhood and Enlargement (DR EVE), based in Istanbul. Activities in Ukraine started in July 2024 after obtaining a mandate from the French authorities in January 2024. The team is currently made up of a Head of Office and the Office is expected to develop in line with the dynamic of AFD’s growing activity in Ukraine.
Since July 2024 and to help Ukraine coping with the consequences of Russia’s war of aggression, AFD has granted its first three operations in the urban mobility, health and water sector to three Ukrainian municipalities. Furthermore, AFD is mobilizing to support civil society and to support French local authorities in the country. Other sectors of intervention may be opened in 2025 such as energy, urban development and support for public financial systems in partnership with Ukrainian local authorities, Ukrainian institutions in charge of these sectors as well as with other development partners such as the EU, EIB, EBRD and KfW and others.
Joining the AFD Group in Ukraine means participating in an exciting project contributing to crucial initiatives to support the country reconstruction and its European trajectory.
Role of the Executive Assistant / Office Manager
The Executive Assistant / Office Manager will play a key role in the good functioning of AFD Office and related project activities in Ukraine.
The incumbent will assist in the effective and efficient management of the Office and projects through a range of actions contributing to the planning, organization and monitoring of project activities and providing administrative, financial and logistical support.
He/She will be supported by a Shared Support Unit (SSU) which has a support functions and transversal resources pooled with the other projects implemented by Expertise France in Ukraine.
Main tasks and activities
The Executive Assistant / Office Manager will perform the following key tasks in accordance with AFD procedures, guidelines and rules, with a concern for quality, efficiency, accuracy and confidentiality:
a. Daily Office Management
- Support the day-to-day planning, organization and co-ordination of the Office’s activities;
- Ensure the management of the agendas of the Head of Office by prioritizing and setting appointments;
- Facilitate the organization and running of various meetings with stakeholders (exchange, coordination, consultation, etc.);
- Organize meeting logistics (reservation and preparation of rooms, electronic invitations, reminders, welcoming visitors, etc.);
- Ensure centralized management of the Office contact directory (business cards, contact database, etc.)
- Write and circulate minutes of meetings and reports;
- Format the presentation materials produced by the team;
- Prepare letters for the Offices with requested translation into English/Ukrainian or French languages;
- Address and ensure the delivery of letters (in hard and/or soft version) sent to their recipients according to the instructions;
- Classify documents and letters according to the appropriate method and the agency’s filing plan and ensure the archiving of the documents entrusted to it;
- In close coordination with SSU’s services, ensure the administrative, financial and logistical organization of missions in the field and ensure the collection of mission receipts;
- Contribute to the promotion of Offices’ activities in liaison with the SSU’s Communications Officer (language elements, visibility and communication plan of the project);
b. Management, archiving and classification of letters and office documentation
c. Field mission organisation
d. Communication
Depending of the profile of the incumbent, others tasks can be added to the current post description.
Required profil
The ideal candidate should possess the following qualifications and skills:
- Qualifications and Experience
- University degree in international cooperation, development, project management, public administration and other relevant field;
- At least 3 years of project management experience, preferably within the context of international technical assistance projects;
- At least 3 year of experience supporting administrative, logistics and financial management;
- Experience in Ukrainian-English translation or Ukrainian-French translation would be considered an asset
- Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, etc.);
- Fluency in written and spoken English and Ukrainian. Good command of French (B1) would be considered an asset.
- Skills
- Strong teamwork and coordination skills;
- Strong versatility and curiosity to grasp technical, complex topics;
- High degree of organization and ability to multitask;
- Very good interpersonal skills;
- Initiative, autonomy and responsiveness;
- Analytical and synthesis skills;
- Key Competencies
The Project Assistant demonstrates the following key competencies in his/her daily consultancy:
- Concern for quality – meets commitments and observes deadlines, while ensuring quality, efficiency and thoroughness in work, demonstrates a meticulous approach with an eye for detail and precision
- Result orientation – drives himself/herself and others to achieve a project-defied objective, adapts and orients methods and procedures of Project work with the aim of getting the defined results
- Adaptability – works effectively in a constantly changing environment and within a variety of dynamic work situations, adjusts own work plans, activities or actions to meet priorities
Contractual conditions
- Type of contract: the position is part-time based. The Consultant contract for an initial period until December 31, 2025, with a probationary period in accordance with current Ukrainian legislation.
- Prospects: Possibility of longer-term integration within the Office team, depending on the needs and performance of the candidate.
- Place of work: AFD office in Kyiv, with occasional travel depending on the needs of the service; possibility work remotely work is to be discussed.
- Start date: As soon as possible.
Applications, including a Curriculum Vitae and a cover letter, must be sent by February 15th, 2025 to the AFD Head of the Office – Mrs. Axelle NOS [email protected].
