Under the supervision of the Country Coordinator based in Kyiv, Ukraine the Assistant will support the day-to-day coordination of activities related to the startup and innovation ecosystem development. Key responsibilities include stakeholders internal and external coordination and communication, event logistics, administration, reporting, and monitoring.
This role requires a proactive, detail-oriented, and highly organized individual with strong communication skills and a collaborative mindset. The ideal candidate is self-driven, adaptable, and comfortable working in a multicultural, international environment.
This is a full-time position offered under a hybrid work arrangement.
Responsibilities and Scope of Work
- Operational Support
- Support Country Coordinator in day-to-day project related thematic activities implementation aimed at enabling coherence to the Country`s agenda and work plan, including its expected results, outputs, objectives.
- Assists in project/thematic activities monitoring on the basis of related workplans.
- Support the organization, agenda-setting, running and follow-ups of various meetings with stakeholders, partners and beneficiaries (exchange, coordination, consultation, technical committee, steering committee, etc.
- Coordinate logistics for missions, workshops, programs, study tours, and other events with partners, the EU4Innovation East project’s administrative team and Expertise France Shared Support Unit in Ukraine both in Ukraine and internationally.
- In close coordination with the EU4Innovation East project’s administrative team and Expertise France Shared Support Unit in Ukraine, contribute to and ensure all logistical tasks and procedures for the project are performed properly and the reporting is in place in time..
- Support the mobilization of project implementation partners (experts, consultancies, NGOs, associations, private companies, etc.) and the monitoring of contracts provisions, ensuring all administrative, organizational, logistical and financial arrangements are in place and up to date.
- In close conjunction with the EU4Innovation East project’s administrative team and Expertise France Shared Support Unit in Ukraine, contribute to the collection of various mission materials and receipts from the technical operators implementing the project.
- Participate in the collection/organization, presentations preparation, analysis of data related to project`s activities.
- Participate in the elaboration and consolidation of all documents and deliverables related to project activities and reporting (minutes, meeting updates, presentations, ToR, reports, press-release, overviews, etc.).Collaborate closely with project team members across various international offices (e.g., administration, logistics, finance, and communications).
- Communication and Coordination
- Draft, edit, and manage professional and official correspondence with ecosystem partners, government institutions, universities, and startups.
- Provide necessary information and materials to the project’s communications management team.
- Contribute to the promotion of project’s activities in liaise with the EU4Innovation East project’s Communication team and the Expertise France Ukraine Communications Officer. Cooperates with the Communications team for related tasks, including related to updating projects’ communications channels and websites.
- Translate (oral and written) meetings and various documents from Ukrainian to English and from English to Ukrainian upon request.
- Monitoring, Documentation and Reporting
- Track implementation progress of activities to ensure adherence to timelines and deliverables.
- Collect and compile relevant data, surveys, and feedback from stakeholders and program participants.
- Maintain well-organized documentation, including records of reports, communications, and project materials.
- Assist in the preparation of presentations, reports, and briefing materials.
- Ensure, in coordination with the EU4Innovation East project’s administrative team and Expertise France Shared Support Unit in Ukraine, compliance to public procurement processes imposed by the donor and Expertise France (rules governing eligibility of expenditure, procurement, subsidies, reporting).
- Stakeholder Engagement
- Support the mapping and identification of ecosystem actors and potential partners across Ukraine and internationally.
- Maintain and regularly update the national project`s related databases.
- Assist with outreach and relationship-building efforts among ecosystem stakeholders, including startups, innovation hubs, universities, and public institutions.
- Other Duties as Assigned
- Provide additional support to the Country Coordinator, including research, translation, or administrative tasks, as required.
- Limited local or international travel may be required.
Required profile
Education & Experience
- Bachelor’s degree in Business, International Relations, Public Policy, Economics, or a related field.
- 1–2 years of relevant experience in project coordination, startup ecosystem development, or within an international development context (preferred).
- Experience working with international development agencies, EU-funded projects, or innovation-focused NGOs is an asset.
Required Knowledge, Skills, and Abilities
- Strong written and verbal professional communication skills in both English and Ukrainian.
- Knowledge of French is an asset.
- Excellent organizational skills and keen attention to detail.
- Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines with minimal supervision.
- Familiarity with Ukraine’s startup and innovation landscape is a strong advantage.
- Proficiency in Microsoft Office and digital collaboration, AI tools (e.g., Google Workspace, Zoom, Airtable).
- Capacity to work efficiently under the pressure and tight deadlines while maintaining high-quality outputs.
Soft Skills
- Strong sense of responsibility, initiative, and responsiveness.
- Highly organized with a strong sense of punctuality.
- Flexible mindset with a change management approach.
- Excellent communication and networking abilities; capable of building strong professional relationships.
- Team-oriented with adaptability to multicultural and international environments. Diplomacy, empathy, and effective conflict management skills.
- Pragmatic, solution-oriented, and results-driven approach.
Reporting & Supervision
The Assistant will report directly to the Country Coordinator for Ukraine and work in close coordination with the regional project team, Expertise France team in Ukraine and relevant support departments at Expertise France headquarters.
Additional information
Application process
Interested candidates are invited to submit the following documents:
- A Letter of Intent (Cover Letter) outlining their motivation and relevant experience
- A Curriculum Vitae (CV)
- Copies of relevant certificates or diplomas (if applicable)
- Contact details for two professional or academic references
Only shortlisted candidates will be contacted. Incomplete applications may not be considered.
Application deadline
All applications must be submitted by Sunday, September 29, 2025 (23:59 Kyiv time).