Project Assistant. SALARs support to administrative services development in Ukraine 2021-2023

Location: Kyiv
Duration: 22 months. Part-time employment (from 50% to 100%) is possible.

SKL International is looking for a Project Assistant on Administrative Service Provision for supporting the implementation of support to administrative services development in Ukraine 2021-2023. The positions shall be a consultancy contract for a period of 22 months.

The Project Assistant should be experienced, professional, self-motivated person with high level of English, who can work effectively in a dynamic and changing environment and manage trips, conferences and other logistical arrangements in order to reach the targeted results within a limited timeframe. SKL International is looking for a candidate who is experienced in managing logistical work that covers all territory of Ukraine. The position requires integrity, innovation, problem-solving skills, professionalism, strong interpersonal skills and the ability to work as an effective team member.

About SKL International

SKL International is a subsidiary to the Swedish Association of Local Authorities and Regions (SALAR), representing all 290 municipalities and 20 county councils in Sweden. We are a leading consultancy company supporting local democracy and good governance in developing and transition countries. Our expertise covers areas such as capacity building on municipal management and service delivery; local and regional development; decentralisation policies; support to local government associations; and European Integration. Geographically, SKL International’s projects covers countries in Central and Eastern Europe as well as Africa, Asia and Latin America.

Description of the assignment context

The Swedish International Development Cooperation Agency (Sida) has through SALAR and other organisations, implemented Component 2 (C2) of the EU commissioned programme U-LEAD with Europe: Ukraine Local Empowerment, Accountability and Development Programme 2016-2021, funded by the EU and its member states Germany, Sweden, Denmark, Poland, Estonia and Slovenia. The implementation of the Programme has resulted in 484 Administrative Service Centers (ASCs) established or modernised in newly formed hromadas and a total of 1 300 access points to services supported institutionally and physically. 

In addition the Programme has developed a number of policy proposals to improve administrative service provision in Ukraine with a special focus on local authorities.

SALARs support to administrative services development in Ukraine 2021-2023 is based on SALAR’s experience in implementing U-LEAD and will be a follow up project of U-LEAD support to administrative service provision in Ukraine. The project is funded by Sida and the main objective is to improve the capacity of local authorities to deliver administrative services for the benefit of the residents in Ukraine.

The main activities will be targeting the following expected outcomes:

Outcome 1: Political leaders in local communities have the capacity to improve administrative service delivery
Outcome 2: ASC staff have the knowledge and capacity to provide effective services
Outcome 3: Political leaders and officials in local authorities use ASCs to enhance citizens’ engagement and information sharing
Outcome 4: National policy actors consider the needs of local communities (and the project experience and expertise) in national administrative service policy development

SKL International is seeking a Project Assistant during the implementation August 2021- September 2023.

Activities

  1. A Help Desk for hromadas, providing consultation support on ASC development and improving service provision
  2. Training for ASC staff, including an automated on-line course
  3. Policy advice and support in the sphere of   regarding the provision of effective administrative services
  4. Citizens’ engagement and information sharing (Communication in U-LEAD Component 2)
  5. Peer learning exchanges between hromadas.
  6. Support to Starostas in service provision to residents in remote areas

Organisational set up

The project team in Ukraine comprises of following units: management, policy advise and support, Help-Desk, Training, Citizen engagement and information sharing. The Project Assistant will work in a team with a Project Coordinator and a Team Leader in Ukraine, report the work to Project Coordinator as well as to the Team Leader in Ukraine project Management Unit in Stockholm.

The role of the Project Assistant

Support and assistance

  • Assist the project team in practical project operations;
  • Work with administrative tasks with a special focus on contracts and invoices;
  • Assist with day-to-day work of project office in Kyiv;
  • Control payment documents, invoices, communicate with contractors regarding payment issues;

Logistics

  • Сoordinate different types of events such as trainings, study visits, peer exchange, info-sessions, conferences etc;
  • Assistance in logistical arrangement with a focus on planning trips;
  • Work with external supplier who provide logistics and conference services.

Communication

  • Keep SKL International in Stockholm and Kyiv continuously updated about work progress, issues and successes;
  • Day-to-day coordination with all units of the project.

Required Skills and Experience

  • Minimum Bachelor Level Degree of education;
  • Minimum 2 years of progressively responsible professional work experience at the national and international levels in logistics management/project assistant job;
  • Knowledge of working processes (purchase orders to external providers, preparation of contracts for services and goods, protocol etc);
  • Previous experience of work in a Governmental or International Organisations is an advantage;
  • High social and networking skills, ability to develop good relationships with different stakeholders;
  • High level of coordination skills;
  • Capable of working with strick deadlines in a multitasking position;
  • Ability to work in a multicultural environment;
  • Good experience in the usage of computers and office software packages (MS Word, Excel, etc);
  • Fluency in Ukrainian and high level of English (verbal & writing).

Conditions & Logistics

A consultancy contract will be signed between SKL International and the consultant, which will outline the conditions for the position in detail. Please note this position is not an employment position, meaning that applicants must be established as consultants and will be liable to pay all relevant taxes and insurances. 

A competitive consultancy fee will be offered to the successful candidate.

Evaluation of response & selection

Interested applicants should send their proposal, comprising the following documents, to SKL International no later than November 02, 2021:

  1. A short explanation of the applicant’s suitability for the assignment (maximum one A4-page)
  2. Up-to-date CV indicating relevant experience and qualifications
  3. A statement on when the applicant will be available to start the position and confirmation that the applicant will be available to work on the project full time until the end of the project.

The Project Assistant will be selected based on their professional experience and competences matching the requirements described above.

This Request for Position is issued on October 13, 2021. Proposals and questions should be sent latest November 02, 2021 by email to: opportunity@sklinternational.se

Mark your email with Project Assistant Ukraine 2021-2023 in the subject.

No compensation is paid for proposals and interviews during the recruitment process.

Questions regarding the position can be sent to the same email (opportunity@sklinternational.se). Responses to questions will be shared to applicants by email.

Interviews with shortlisted applicants are expected to be held in person or via Teams/Zoom in the period between November 1-5, 2021. Only shortlisted applicants will receive a respond by email after final round of interviews.

The personal information provided by the applicant in the procurement process will be handled by SKL International.

Diversity and equal opportunities

SKL International embraces diversity and respects human rights in all areas of its work. SKL International strives to create a gender-equal and diverse working environment. Consultants shall respect equal rights of individuals and strive to create an atmosphere where people’s differences are accepted and valued.

SKL International supports working arrangements that enable personnel to combine work with family commitments.

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