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Help – Hilfe zur Selbsthilfe e.V. is a non-profit, independent organization that was founded during the war in Afghanistan in 1981 and is now active worldwide. With an annual project volume of more than 60 million euros, Help provides emergency aid in the event of disasters and sustainable reconstruction with and for people in need, primarily in Africa, Asia, and Europe.

As a globally operating humanitarian aid organization, Help receives high recognition through funding from national and international donors and is committed to national and international humanitarian aid standards as well as the transparent use of funds and impact monitoring.

The Help Localization Facility (“HLF”) is a global program aiming to develop, provide and manage an innovative funding instrument that will give local organizations long-term access to high-quality, flexible, and needs-based funding for their humanitarian project work. Additionally, the HLF will provide tailor-made support and capacity development to the implementing local partner organizations. The position holder provides comprehensive support to the Project Management and Coordination position in their activities related to strategic management, locally implemented projects within the Global HLF Program.

To support our team, we are looking for a: Project Assistant HLF Controlling

Location:    Kyiv

Contract duration:    Fixed-term contract until December 31, 2026

Reports to:    HLF Project Management and Controlling, Ukraine

Organizational Unit:    Programs, HLF

Employment status:   Full time, 100%

Supervisory responsibility:   No

Position Summary

The Project Assistant HLF (Controlling) will provide technical, administrative, and organizational support to the HLF Project Management and Controlling in Ukraine. This includes assisting with financial, procurement, and reporting processes, maintaining documentation and internal trackers, organizing events, and supporting communication with partners. The role is intended to ensure smooth coordination, compliance, and capacity development within the HLF program in Ukraine. It is specifically designed to support capacity strengthening and localized grant-making in a collaborative and learning-oriented environment.

Primary Responsibilities

The duties that follow represent the primary responsibilities for this role.

Financial and Procurement Support:

• Review and compile financial reports from local partners, ensuring completeness and compliance with templates.
• Check financial documents for accuracy and alignment with internal and donor requirements.
• Maintain internal registers and trackers for payments, procurements, and reporting.
• Prepare fund requests and payment packages for timely validation and disbursement.
• Assist with procurement documentation and verify its compliance with relevant guidelines.

Partner Communication and Operational Follow-up:

• Communicate with partners regarding documentation issues, deadlines, and clarifications.
• Send reminders and follow up on missing or overdue documents.
• Support in drafting standard templates and structured feedback letters to partners.

Contract and Archive Management:

• Track contract timelines and support the organization of contract documentation.
• Archive financial and procurement records in both physical and digital formats.
• Provide brief overviews and summaries on request to aid internal coordination.

Capacity Strengthening and Knowledge Sharing:

• Organize trainings, workshops, and partner meetings, including logistical arrangements.
• Help prepare presentations and materials for capacity-building events.
• Collect and compile partner feedback for learning and improvement.

Audit and Compliance Assistance:

• Support audit preparations, including document collection and tracking sheets.

General Support:

• Draft summary tables and basic visual materials for internal or external use.
• Translate or format key templates and forms as needed.
• Provide general administrative and logistical support to the HLF team.

Overarching tasks

• Ensure proper filing and archiving of financial and procurement records.
• Monitor deadlines for documentation submission from partners and provide reminders.
• Collect and compile audit-related documentation for partner and internal audits.
• Support internal and external correspondence and coordination on administrative tasks.
• Provide logistical support for partner site visits and meetings.
• Participate in team meetings and contribute to internal knowledge sharing.
• Assist in other administrative tasks as assigned by the Project Management and Controlling lead.

Knowledge, Skills, Values and Education

• Bachelor’s degree in finance, economics, business administration or a related field, or equivalent experience.
• Previous experience in administrative or financial support roles.
• Basic understanding of procurement and financial processes in project environments.
• Excellent organizational and multitasking skills.
• Accuracy and attention to detail.
• Good command of English and Ukrainian (written and spoken).
• Ability to communicate clearly and professionally.
• Willingness to learn and contribute to capacity building and team efforts.
• Team-oriented, proactive, and able to work in a fast-paced environment.
• Familiarity with international NGOs or donor-funded projects is an asset.

We offer:

Salary and benefit

• A performance-related, attractive salary
• An annual 13^th salary
• Medical insurance

Working hours and holidays

• 29 days holiday at your disposal

Send us your application (cover letter, CV) by 15.05.2025 by e-mail to yvasylieva@help-ukraine.org.ua. Your contact person is Yuliia Vasylieva.

We see ourselves as a diverse, open organization whose work is based on mutual respect. We only assess your application on the basis of professional qualifications, regardless of origin, religion, gender, sexual orientation, disability or age.

Only those candidates that are short listed for interviews will be notified.