Background
The Partnership Fund for a Resilient Ukraine – Phase 2 (PFRU-2) is a multi-year, multi-donor funded programme managed by the UK’s Foreign, Commonwealth and Development Office (FCDO) and governed in collaboration with the Government of Ukraine. PFRU-2’s aim is to set improved conditions for the Ukrainian state, in partnership with civil society and the private sector, to lead on inclusive national recovery and revitalization in the context of Russia’s aggression.
Main Purpose of the Role:
The Executive Assistant (EA) provides trusted administrative and coordination support to the Strategic Engagement and Reporting Manager, enabling effective delivery of programme-wide coordination, reporting, and governance processes. The EA also supports the Team Leader (TL) and Senior Management Team (SMT) on an ad-hoc basis. This role ensures smooth information flow, timely follow-up, and logistical support for meetings, events, and reporting activities.
Principal Duties and Obligations (Essential Functions)
As Executive assistant, the Employee is responsible for the following principal duties and obligations:
Executive Assistance
- Provide full administrative support to the TL, including drafting correspondence, maintaining electronic filing systems, minute-taking for meetings, event management, processing expenses, inbox and timesheet management.
- Manage TL’s calendar and diaries strategically, often balancing multiple priorities and applying creative solutions when scheduling meetings.
Reporting and coordination
- Assist the Strategic Engagement and Reporting Manager in compiling and formatting inputs for donor reports, briefing papers, quarterly reports, and programme digests.
- Lead on the preparation of internal coms, including monthly newsletters.
- Escalate substantive or strategic queries to Strategic Engagement and Reporting Manager and TL promptly.
- Maintain a consolidated Programme Action Tracker capturing tasks from the PFRU governance meetings, FCDO calls, SLT and SMT discussions.
- Support Strategic Engagement and Reporting Manager in coordination of the quarterly work planning process.
- Monitor deadlines and dependencies in the quarterly programme work plan; escalate any risks of delays to Strategic Engagement and Reporting Manager and SMT.
- Send reminders and follow up with technical leads and project managers on agreed actions.
Events and Meetings
- Organise logistics for TL and SMT participation in external meetings and events, including transportation, agendas, and briefing packs.
- Liaise with relevant teams to ensure events align with programme objectives.
- Support preparation for the PFRU governance meetings (FCDO, Technical Committee, Strategy Committee, Political Committee), including:
- Drafting agendas and collating materials.
- Preparing briefing packs in advance of meetings.
- Drafting minutes of the meetings.
- Track and follow up on action points from governance meetings as directed by Strategic Engagement and Reporting Manager .
- Support preparation for the SLT weekly and bi-weekly meetings, including:
- Circulating SLT Weekly Meeting Form not later than Friday (cob) for the upcoming Monday meeting.
- Running through the action tracker and outstanding actions.
- Capturing any new actions agreed during the meeting.
- Compiling agenda for the SLT bi-weekly meeting.
- Facilitating consolidation of any slides and document sharing to inform the discussion during SLT meeting.
- Drafting minutes of the discussion and sharing with SLT.
Administration
- Prepare agendas for SLT; ensure relevant papers are complete and distributed prior to meetings; record minutes and action points; follow up on agreed actions.
- Check and process authorisations, approvals, and signatures required from the TL.
- Support other members of the SMT with ad hoc administrative requests.
Required Skills and Qualifications:
To perform this job successfully, the Employee must be able to perform each essential duty, obligation and responsibility satisfactorily. The qualifications listed below are representative of the required knowledge, skills and/or abilities needed to perform the principal duties.
- Experience of working in international donor funded projects and dealing with administrative tasks preferred, with ability to handle routine tasks and operational issues.
- Demonstrable ability to communicate clearly and concisely, both verbally and in writing, and effective meeting handling.
- Responsibilities require discretion, judgement, tact, and poise.
- Ability to follow standard practices and procedures, receive general instruction and supervision on work progress, and make significant contribution to end re
- Ability to multitask with strong attention to detail, organisation, and time management.
- Strong knowledge of MS Office applications (Word, Excel and Power Point).
- Ability to work well under pressure with tight dead-lines, working flexibly to manage changing and competing priorities.
- Demonstrable strong organisational skills, discretion, and ability to manage confidential information.
- Ability to establish strong workplace relationships at all levels of the organisation
- Excellent oral and writing skills in English and Ukrainian
- Ability to quickly pick up tasks and find solutions.
Duration of Assignment/LOE:
This will be a full-time, long-term position.
Location of Assignment:
The principal location of this assignment is Kyiv, Ukraine, with travel to other parts of Ukraine (security permitting). This assignment will be primarily in-person, with any remote work subject to approval.
Management of the Assignment:
The Executive Assistant will report to the Strategic Engagement and Reporting Manager.
Application Details:
Apply using the following link by August 18th, 2026. You should select the position CO 32 Executive Assistantin the field “What position you are applying for?”. For roles requiring English language skills, English language CVs are preferred (but not required). We encourage to apply people with disabilities. Applications will be considered on a rolling basis. No telephone inquiries, please. Chemonics will contact finalists.