Assistant Project Manager

Fondazione Progetto Arca is a civil society organization engaged in humanitarian response and development programs, headquartered in Italy and active in Ukraine since February 2022. Within the framework of a three-year project funded by the Italian Agency for Development Cooperation — AICS, aimed at improving the condition of women in Ukraine through the promotion of employability and socio-labour inclusion in the cities of Kyiv and Rivne for vulnerable women, the Foundation is seeking an Assistant Project Manager to be based in Kyiv, with availability for missions to Rivne.

POSITION DESCRIPTION The EmpowerHER project aims to promote women’s employment in Ukraine, particularly among 600 vulnerable women (veterans, IDPs, and NEETs), by supporting integrated training pathways (technical and vocational skills, soft skills, and managerial training) aligned with labor market demand, as well as the creation of start-ups within multifunctional spaces.

The Assistant Project Manager (junior) supports the Project Manager in the operational coordination of project activities, planning, logistics organization, and daily monitoring, acting as the primary interface with local partners, field staff, and beneficiaries.

The Assistant Project Manager will work under the direct supervision of Fondazione Progetto Arca’s expatriate Project Manager, in close coordination with local partners, the Academy secretariat, and headquarters in Italy.

TASKS AND RESPONSIBILITIES Operational and Organizational Coordination Support — Assist the Project Manager in planning and organizing daily activities, including training schedules, events, study tours, and monitoring missions; — Support the organization of Steering Committee (monthly) and Methodological Committee meetings, preparing agendas, briefing materials, minutes, and follow-up on decisions; -Manage internal communication among partners, local staff, and HQ Italy, ensuring timely information flow. Monitoring and Reporting Support — Contribute to the operational monitoring of activities (training attendance, enrollment progress, training outputs), collecting data from secretariats and partners for periodic reports; — Support data collection for project indicators and prepare monitoring tables; — Assist in the preparation of internal monthly progress reports, as well as interim and final reports for AICS and internal use; — Collaborate in drafting summary documents on project progress, key results, and any critical issues to support internal coordination; — Support the preparation of MoUs, SOPs, and other procedural documents, contributing to the standardization of internal processes and project services; — Promptly flag operational risks (e.g., beneficiary dropouts, logistical delays, partner issues) and propose corrective actions.

Resource Management and Administrative Support — Support the management of local staff, including internal planning, onboarding, and performance evaluation; — Collaborate with the local administrator/accountant in verifying operational expenses, advance payments to partners, and budget tracking by result (R1, R2, R3); — Organize staff and partner missions.

Support to Training and Employment Activities — Work with the Methodological Committee in beneficiary selection and in updating and adapting training programs in coordination with partners responsible for different training components; — Support secretariats during critical phases of enrollment, entry tests/orientation, and certificate issuance, monitoring completion rates; — Assist partners and the Project Manager in networking activities with companies and job centers for job placements and micro-business development; — Contribute, together with partners, to organizing awareness events, open days, and study tours in Italy for the Methodological Committee. — Support the production and dissemination of AICS visibility materials (posters, social media content, event reports); — Maintain contacts with local stakeholders (ministries, municipalities, Kyiv Chamber of Commerce) for institutional support.

REQUIRED EXPERIENCE AND SKILLS — Ukrainian citizenship or permanent residence permit in Ukraine, with availability for short missions; — Short-term experience (1−2 years) in project management or coordination support within international cooperation projects, preferably in humanitarian/development or NGO contexts; — Knowledge of socio-economic inclusion, gender equality, and vocational training (VET and soft skills); — Excellent organizational, planning, and problem-solving skills in multicultural and multi-partner environments; — Strong teamwork attitude, effective communication, relationship management with partners/stakeholders, autonomy, and flexibility; — Ability to draft reports in English and basic knowledge of AICS/PRAG procedures.

WORKING MODALITIES AND TIMELINES The duration of the agreement and collaboration, as well as the compensation, will be defined during the contractual phase, according to the experience of the candidate. The Assistant Project Manager will work autonomously, both on-site at Fondazione Progetto Arca offices in Kyiv with possible missions to project offices (activity sites), and remotely.

Deadline: 22 February 2026.