Vacancy- Project administrator

Basic details of the job

Job title: Project administrator
Location: Kyiv
Job level: 06 (EUR 1755,- /EUR 2633,- gross)
Number of hours: 37,5

General features of the job

The Project Administrator works in the Political Department of the Embassy and provides high quality financial and administrative support to the Embassy’s project programmes in the field of civil society (MATRA), the Human Rights Fund, public diplomacy and culture, and the small Embassy grants. 

The Project Administrator provides up-to-date financial information on the operational budgets and maintains a database of all on-going projects supported by the Embassy and data on implementing partner organisations. In addition, the Project Administrator provides general administrative support to the Political Department. The Project Administrator is directly answerable to the Head of the Political Department.

Result areas and rusults

  • All financial and administrative matters regarding the Embassy’s programme budgets are managed timely and with care. 
  • All required project documentation and supporting information in order to safeguard swift proceeding of project approval, contracts and payments are of high quality and timely delivered to the Financial Support Office in the Hague (FSO).
  • Financial records are orderly drafted, up-to-date and in accordance with the internal regulations 

Tasks

  • Drafting standard forms, letters and contracts, as required for the project cycle. 
  • Scanning, copying and sending documents that are necessary for the decision making process and payment to partner organizations. 
  • Communication with FSO about individual projects. 
  • Provide administrative support regarding calls for proposals. 
  • Maintaining an overview of ongoing projects and partner organizations.
  • Supporting liquidity planning by maintaining a monthly budget exhaustion overview.
  • Validating the payment of expenses in a timely manner (including travel expenses) by checking against internal and external regulations. 
  • Processing of commitments and expense statements, receivables and other financial rights. 
  • Support to the organization of monitoring trips, incoming missions and network events. 
  • Building and maintaining a CRM database.
  • Archiving relevant documents.
  • Provide assistance where relevant, including as interpreter and translator.

Working environment 

The Netherlands Embassy in Kyiv promotes and implements bilateral cooperation between the Netherlands and Ukraine with the aim to strengthen bilateral ties and strengthen political stability, security and economic growth in Ukraine.

The Netherlands embassy in Kyiv has almost 40 staff members. The Embassy is organised in a political, an economic/agricultural, a consular/ administrative section and has several specialised attaches. Within the Embassy the ‘one team’-way of working is promoted, through crosscutting reporting, activities and information sharing.  

The Project Administrator works in the Political Department, which contains 10 staff members under direct supervision by the Head of the Political Department.

The Embassy conducts an active diversity policy, and engages in an inclusive organization. We do this by optimally deploying and exploiting the different talents of people by striving for diversity in cultural background, age, gender etc. in the composition of teams and in hiring new talent.

Knowledge and skills

We are looking for an open-minded, energetic and enthusiastic colleague. A team player who is highly accurate, has high integrity standards and who likes to keep the administration of a voluminous project cycle in order. He/she should be flexible, pro-active and enjoys working with colleagues and support them by taking care of all the administrative tasks related to project work. 

Level of education: Secondary vocational level.
Level of experience: 3-5 years’ relevant experience required

  • Fluency in Ukrainian and English language is mandatory. Knowledge of the Dutch language is an advantage.
  • Knowledge of financial side of project cycle and awareness of specificities of project budgets.
  • Knowledge of rules and procedures concerning financial and administrative support at the Embassy.
  • Knowledge of relevant internal financial and administrative regulations.
  • Skills in collecting and clarifying information.
  • Skill in working with computer-based administrative/financial systems.
  • Time-management skills.

Competencies

  • Accuracy
  • Initiative
  • Integrity
  • Ability to work with others
  • Client orientation
  • Result orientation
  • Flexibility

Please submit your CV and motivation letter to KYI-PA@MINBUZA.nl with the subject  ‘PA Project Administrator’ before 13 June.