Program Assistant- Ukraine Country Program

The Program Assistant will work closely with the project team and PATH Ukraine staff. The role will provide day-to-day coordination, administrative, logistical, documentation, translation, interpretation, and communication support to facilitate effective project implementation with staff, partners, government counterparts, and other stakeholders.

Location: Kyiv, Ukraine
Division: Ukraine Country Program

Responsibilities

• Coordinate and schedule routine project meetings, online and in person; prepare agendas, invitations, meeting notes or minutes, and follow-up correspondence.

• Coordinate logistics for trainings, workshops, conferences, site visits, and other activities, including venues, catering, participant travel, materials, and on-site support.

• Maintain project calendars and trackers for staff travel, leave, key activities, deadlines, participants, procurement, and monitoring visits.

• Prepare, edit, format, translate, produce, and distribute reports, letters, presentations, training and communication materials, tables, and graphics.

• Provide written translation and consecutive interpretation during meetings, trainings, conferences, and field activities; coordinate external interpreters when needed.

• Facilitate communication among PATH teams and with partners, stakeholders, government counterparts, and service providers; maintain contact databases.

• Manage electronic and hard-copy project files and databases, ensuring information is complete, organized, accessible, and handled in line with organizational requirements.

• Prepare activity budgets and supporting documentation for trainings, events, and other activities in coordination with program, finance, and administrative staff.

• Arrange business travel and complete related administrative documentation.

• Support procurement by collecting quotations, preparing and tracking documents, coordinating tender announcements, and communicating with vendors in accordance with PATH policies.

• Respond independently to routine correspondence and requests within the role's scope.

• Travel within Ukraine to project sites, as requested, and perform other administrative, research, coordination, and program support tasks as assigned.

Desired Qualifications

• Higher education in administration, public health, social sciences, linguistics, international development, or a related field.

• Experience providing administrative or program support; experience with an international, donor-funded, public health, or development program is an advantage.

• Experience coordinating meetings and events, travel, document workflows, activity budgets, and procurement administration.

• Excellent organizational and time management skills, attention to detail, and ability to manage multiple priorities and deadlines.

• Excellent communication and interpersonal skills; ability to collaborate, take initiative, and handle sensitive information with discretion.

• Fluency in Ukrainian, both verbal and written, and professional working proficiency in English sufficient for written translation and consecutive interpretation.

• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook, and familiarity with electronic collaboration and file-management tools.

• Must have legal authorization to work in Ukraine.