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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 Coordination

Location:    Kharkiv

Contract duration:  The fixed-term contract will be in effect until December 31, 2026, with the possibility of extension.

Reports to:    Project Management and Coordination HLF, Ukraine

Organizational Unit:    Programs, HLF

Employment status:   Full time, 100%

Supervisory responsibility:   No

Position Summary

The Project Management and Coordination Assistant will support the implementation of the Help Localization Facility (HLF) in Ukraine. This includes providing administrative and organizational support to the Project Management and Coordination position and assisting in coordination with local partners and Help’s internal teams. The Assistant will help maintain documentation, support communication and follow-up processes with local partners, and assist in collecting and preparing reports and materials. This role is intended to support capacity strengthening and localized grant-making in a learning environment.

Primary Responsibilities

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

• Collaborate with the Project Coordinator on capacity-building planning and other supportive activities

• Assist in maintaining communication with local partner organizations, including scheduling and documentation of meetings.

• Support the organization of trainings, workshops, and partner learning exchanges.

• Help prepare and organize documentation related to project activities and reporting (both internal and for partners).

• Provide logistical and administrative support for project visits and events.

• Assist in compiling and proofreading reports to ensure consistency and quality before submission.

• Maintain files and databases related to partner assessments, capacity building, and project progress.

• Track timelines and help ensure timely follow-ups on pending tasks and deliverables.

• If needed, participate in Grants Committee meetings as a temporary replacement for the Project Coordinator during their leave or sick leave

• Support the coordination of the Grants Committee meetings through documentation, preparation of agendas, and minutes.

Overarching tasks

• Ensure compliance with external and internal guidelines, standards, and technical requirements, for HLF program and all supervised projects.

• Participate in visits, e.g. regarding implementation controlling, training… to supported projects.

• Support the creation of a database for applicant partner organizations, if needed: good technical knowledge, comfortable with learning new database technology.

• Support with MEAL (MEAL system, research): organized, experience in baseline studies and MEAL.

• Ensure budget spending monitoring: experience with budget planning (with AA would be best), and able to work closely with the Controlling counterpart to share tasks and keep each other up to date.

• Provide support for tasks and activities beyond the HLF, as needed, to meet broader organizational requirements – only after prior agreement with Team Lead Global HLF Programme, based at HQ.

• Demonstrate problem solving and report, if necessary, to higher levels in a timely manner.

• Participate in and contribute to HLF global program team and other staff meetings.

• Other ad hoc assignments as may arise.

Knowledge, Skills, Values and education

• Bachelor’s degree in social sciences, international relations, project management, or related field (or equivalent relevant experience).

• At least 1 year of experience in an administrative, coordination, or project support role, preferably in the NGO or development/humanitarian sector.

• Familiarity with project cycle management and donor-funded projects is an asset.

• Basic understanding of localization principles in humanitarian aid is desirable.

• Good organizational skills and attention to detail.Strong interpersonal and communication skills (written and verbal).

• Fluency in Ukrainian and working proficiency in English.

• Comfortable using MS Office (Word, Excel, PowerPoint); knowledge of digital collaboration tools (e.g., SharePoint, Teams, Zoom) is a plus.

• Ability to work independently and as part of a team, with a proactive and problem-solving attitude.

• Willingness to travel occasionally for partner support or trainings.

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.