Senior Secretary (Women’s Employability Training Academy)

1. BACKGROUND AND CONTEXT Fondazione Progetto Arca is a civil society organization engaged in humanitarian response and development programmes, based in Italy and active in Ukraine since February 2022.

Within the framework of this 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 a Senior Secretary for the Academy, based in Kyiv, with availability for missions to Rivne. 2. POSITION DESCRIPTION The EmpowerHER project aims to promote women’s employment in Ukraine, in particular among 600 vulnerable women (veterans, IDPs and NEETs), by supporting integrated training pathways (technical-vocational, soft skills and managerial training) aligned with labour market needs, as well as the creation of start-ups within multifunctional spaces.

The Secretary is responsible for ensuring the orderly, efficient and continuous management of all secretarial activities related to training courses and Academy activities, acting as the first point of contact for beneficiaries, trainers, project staff and local partners.

The Secretary will work under the coordination of the Project Manager and Assistant Project Manager of Fondazione Progetto Arca in Ukraine, in collaboration with local partners and HQ in Italy, and will supervise the Secretary of the Rivne hub.

3. DUTIES AND RESPONSIBILITIES Management of enrolments and trainees' files -Manage the course enrolment process: dissemination of forms, collection of applications, verification of completeness, and filing (paper and digital). -Prepare, update and archive individual trainees' files (enrolment forms, entry and final tests, attendance records, certificates, referrals to other services if applicable). -Manage waiting lists and replacements in case of withdrawals or dropouts, in coordination with the project team.

Organizational support to training courses -Support the operational planning of courses (calendars, schedules, class composition, classroom management) together with the Project Manager, trainers and partners. -Contact trainees for course start dates, tests, orientation interviews and psycho-social support sessions via phone, email and instant messaging. -Ensure proper classroom setup (attendance registers, forms, basic training materials, support for ICT equipment and PCs) in coordination with technical staff. -Collect and archive daily attendance sheets, entry and final tests, satisfaction questionnaires and issued certificates. -Support the organization of specific events (open days, information sessions, meetings with companies, public events in café-bistros), preparing participant lists, materials and attendance records.

Liaison with beneficiaries and trainers -Act as the first point of contact for beneficiaries, providing information on training opportunities, access requirements, schedules and available services (childcare area, psycho-social support, etc.). -Maintain regular communication with beneficiaries to reduce dropout risk (lesson reminders, deadlines, schedule changes). -Support trainers in managing registers, distributing and collecting tests and questionnaires, and logistical communication with trainees. -Promptly report any issues to the Project Manager or partner focal points (prolonged absences, logistical problems, specific needs).

Basic administrative support -Collaborate with local administrative and accounting staff to collect documentation for reporting and monitoring purposes (attendance sheets, training reports, supporting documents). -Support the preparation of short periodic reports on training activities and participation (number of enrolled participants, attendees, certificates issued, etc.). Communication and visibility support -Support dissemination of information on courses and project opportunities through social media, mailing lists, posters, information materials and contacts with local services and organizations. -Support logistical organization of visits, events and meetings with delegations, stakeholders and companies at the Academy. -Collect and maintain updated contact lists of beneficiaries, potential candidates, local organizations and referral services, in coordination with networking and career guidance staff.

4. REQUIRED EXPERIENCE AND SKILLS —Ukrainian citizenship or permanent residence permit in Ukraine -Degree or diploma in administrative, economic, social, educational or related fields -Specific training in project management, vocational training, social work or HR will be considered an asset -At least 2 years of experience in secretarial, administrative, front office or training course management roles, preferably within NGOs, training institutions, universities, VET centres or social projects -Previous experience working with vulnerable groups (women, IDPs, veterans, NEETs, socially disadvantaged people) is an asset -Strong communication and interpersonal skills, particularly with vulnerable women -Excellent organizational skills, time management, attention to detail and reliability -Ability to work in multi-partner and multicultural environments -Flexibility, problem-solving skills and capacity to manage workload peaks during enrolment periods, course launches and events -Ability to organize and archive paper and digital documentation in a structured manner -Good skills in drafting short reports, lists and monitoring tables -Excellent command of IT tools: MS Word, Outlook, Teams and Excel -Knowledge of the local context and territorial services (employment centres, social services, civil society organizations) is an advantage

5. WORK MODALITIES AND TIMELINE The duration of the contract and remuneration will be defined during the contractual phase.

The Secretary will work autonomously, both in person at Fondazione Progetto Arca offices in Kyiv, in project spaces in Kyiv, and occasionally in Rivne, as well as remotely. While working autonomously, the Secretary must adapt to project needs in terms of working hours, as agreed monthly.

This position is open exclusively to candidates holding a valid FOP work permit in Ukraine.

Deadline: 22 February 2026