Project Associate, assistant project manager (Ease-2) in Team4ua

1. Background

Team4UA is a Ukrainian charitable organization established in March 2022 that implements humanitarian relief, recovery, and reconstruction initiatives across Ukraine.

Team4UA coordinates the TERA Consortium, implementing the national humanitarian project EASE 2.0 — Emergency Assistance and Support to Evacuation, which provides protection-led multisectoral assistance to internally displaced persons and conflict-affected populations. The project operates across 16 oblasts of Ukraine and supports people throughout the displacement cycle — from evacuation and emergency response to reintegration and community recovery.

To ensure effective project delivery, strong coordination is required between program teams and support departments including finance, HR, procurement & logistics, and administration.

2. Purpose of the Assignment

Under the supervision of the Project Manager, the Project Associate provides operational, administrative, and coordination support for the implementation of the EASE 2.0 project.

The role supports project planning, coordination with consortium partners, information management, and reporting processes to ensure timely and accountable delivery of humanitarian assistance.

3. Key Responsibilities

A. Coordination & Governance Support

• Support the Project Manager in coordinating project activities with consortium partners and stakeholders.
• Assist in organizing coordination meetings, preparing agendas, and documenting meeting outcomes.
• Maintain communication channels between field teams, management, and partner organizations.

B. Operational & Implementation Support

• Assist in translating project objectives into implementation plans and operational activities.
• Support monitoring of partner performance and implementation progress across sectors.
• Contribute to maintaining operational readiness for rapid humanitarian responses.

C. Financial, MEAL & Reporting Support

• Assist in tracking project expenditure and monitoring implementation progress.
• Support consolidation of partner inputs for narrative and quantitative reports.
• Maintain project trackers related to activities, risks, and geographic coverage.
• Provide administrative support to partner organizations in meeting reporting and compliance requirements.

4. Deliverables

• Timely preparation and consolidation of partner inputs for project reporting.
• Up-to-date project tracking tools and activity monitoring systems.
• Organized documentation of coordination meetings, decisions, and action points.
• Accurate administrative and operational records supporting project implementation.
• Effective support to consortium coordination and communication processes.

5. Qualifications and Experience

Education

University degree in humanitarian affairs, social sciences, public administration, international relations, or a related field.

Experience

• 1-3 years of professional experience in humanitarian programming, project administration, or grant management.
• Experience working with internally displaced persons or vulnerable populations is an advantage.
• Experience working with NGOs or civil society organizations is desirable.

Technical Skills & Competencies

• Understanding of project cycle management (planning, implementation, monitoring).
• Basic understanding of MEAL systems and project data management.
• Good analytical and documentation skills.
• Strong organizational and coordination abilities.

Languages

Fluency in Ukrainian and working knowledge of English are required.

6. Supervision and Reporting

The Project Associate reports to the Project Manager and works in close coordination with program teams, consortium partners, and relevant support departments.

7. Duration and Duty Station

Duration: 12 months, with possible extension subject to funding. Duty Station: Dnipro, Ukraine, with regular travel to project locations.

8. Reservation

Subject to Ukrainian legislation and organizational eligibility, the position may qualify for staff reservation (military deferment) in accordance with national regulations.

9. Organizational Commitments

Team4UA promotes diversity, equal employment opportunities, and zero tolerance for abuse, harassment, and misconduct. All staff must comply with Ukrainian legislation, the Code of Conduct, safeguarding principles, and humanitarian accountability standards.

1. General information

Team4UA is a Ukrainian charitable organization created in March 2022, which implements humanitarian, rehabilitation and social projects throughout Ukraine. The fund coordinates the TERA consortium, which implements the humanitarian project EASE 2.0 (Emergency Assistance and Support to Evacuation) — a multi-sectoral program of assistance to internally displaced persons and the population affected by the war.

Project is implemented in 16 regions of Ukraine and covers the full cycle of supporting people during displacement — from evacuation and emergency assistance to community integration and recovery.

2. Job Purpose

Assistant Project Manager provides operational, administrative and coordination support to the Project Manager in the implementation of the EASE 2.0 project. The position involves supporting planning processes, coordinating the activities of consortium partners, managing information and preparing reports to ensure effective implementation of the project.

3. Main duties

A. Coordination and management support

• Supporting the Project Manager in coordinating the activities of consortium partners and stakeholders.
• Organizing coordination meetings, preparing agendas and documenting meeting results.
• Ensuring effective communication between field teams, management and partners.

B. Project implementation support

• Assistance in the preparation and implementation of project implementation plans.
• Monitoring the progress of project implementation and the activities of partners.
• Supporting the readiness of the project to quickly respond to humanitarian needs.

V. Financial, MEAL and reporting support

• Help in tracking costs and progress of project implementation.
• Consolidation of information from partners for preparationreporting.
• Maintenance of trackers of project activities, risks and geography of project implementation.
• Administrative support of partners in matters of reporting and compliance with donor requirements.

4. Expected work results

• Timely consolidation of information from partners for the preparation of reports.
• Actual tools for tracking project implementation.
• Properly documented coordination meetings and decisions.
• Support of effective communication between consortium partners.
• Quality administrative and operational support for project implementation.

5. Requirements for the candidate

Education

Higher education in the field of humanities, public administration, international relations or related areas.

Experience

• 1-3 years of work experience in the field of humanitarian programs, project administration or grant management.
• Experience working with internally displaced persons or vulnerable population groups will be an advantage.
• Desirable experience of cooperation with public organizations or NGOs.

Skills

• Understanding the project management cycle
• Data and documentation skills
• Strong organizational and communication skills skills
• Ability to work in a dynamic humanitarian environment

Languages

Fluency in Ukrainian and working knowledge of English.

6. Subordination and reporting

The Assistant Project Manager reports to the Project Manager and works in close coordination with program teams, consortium partners and support units of the organization.

7. Contract duration and place of work

Contract duration: 12 months with the possibility of extension. Place of work: Dnipro, Ukraine.

8. Reservation

According to the legislation of Ukraine and under the conditions of the organization's compliance with the established requirements, the position may provide for the reservation of an employee (deferral from mobilization).

9. Principles of organizationiii

Team4UA supports equal employment opportunity, diversity and a zero-tolerance policy for abuse, harassment and misconduct. All employees are obliged to comply with the legislation of Ukraine, the organization's Code of Conduct, safeguarding principles and standards of humanitarian accountability.