Expertise France in Ukraine is seeking a highly organized, proactive, and detail-oriented ETI Officer to provide logistical, and administrative support to approximately 10 high-level international experts. The role reports to the Country Director and coordinates with the CFT, the HQ Geographical Department (ETI Representative), and the AP Ukraine team.

 These experts work independently across various ministries, and this role is the central hub that ensures their work in Ukraine is seamless, efficient, and well-supported. The ETI Officer will handle everything from complex travel logistics to managing language assistants and coordinating communication efforts, as well as supporting the HQ HR Department in all HR related issues.

 Key Responsibilities

1. Logistics and Financial Administration:

• Travel Management: Coordinate and book all international and domestic travel for experts, including flights, train tickets, ground transfers, and hotel accommodations.
• Vendor Liaison: Serve as the primary point of contact for travel agencies and other service providers.
• Financial Processing: Meticulously check, verify, and process all invoices related to expert logistics and travel.
• Payments: Prepare and submit payment requests for all approved services, ensuring compliance with financial procedures.

2. HR and Administrative Coordination

• Onboarding and Security Coordination: Accompany and support the onboarding process for incoming experts; liaise with the Security Officer, USP, and relevant project leaders to ensure all administrative, logistical, and security-related steps are planned and completed before and upon arrival.

• Presence Tracking: Maintain an accurate, up-to-date schedule of expert presence in-country, as well as their planned and unplanned absences (vacations, sick leave, official missions).
• Legal & Immigration: Oversee and manage all administrative procedures related to expert visas, residency permits, and other required legal documentation.
• Reimbursements: Receive, verify, and process all expert reimbursement requests, ensuring all supporting documentation is correct before sending for financial approval. 

3. Network and Resource Management

This function focuses specifically on managing the Language Assistant Pool.

·        Language Assistant Pool Management: Lead the full cycle of language assistants, including recruitment, onboarding, coordination, and contract management.

• Workload Distribution: Assign language assistants to experts based on needs, area of ​​work, and availability, ensuring balanced and efficient allocation of support.
• Administrative Oversight: Collect, verify, and prepare for processing all invoices, timesheets, and supporting documentation submitted by language assistants.
• Team Coordination: Ensure smooth communication with language assistants and address operational or administrative issues related to their assignments.

 4. Communication and Reporting

• Internal Liaison: Act as the primary link between the experts and the internal Communication Officer.
• Content Gathering: Proactively collect information, updates, and success stories from the experts about their work and achievements.
• Social Media Support: Provide timely and relevant content to the communications officer to feed the organization's social media channels and other external communications.

5. Cross-Cutting Taska

•         Documentation Management: Serve as the central repository for all expert documentation; collect, verify, and archive monthly reports, timesheets, travel documents, legal/immigration documents, and other deliverables supporting coordination with the Country Office, the CFT, and HQ (Geographical Department and AP Ukraine team).

Expertise France  is France's public agency and interministerial actor in charge of technical international cooperation, the second largest in Europe. As a subsidiary of Agence Française de Développement Group (AFD Group), it designs and implements projects that sustainably strengthen public policies in developing and emerging countries.

Expertise France works in key areas of development: governance, security, climate change, health, education, and more. Alongside its partners, it contributes to achieving the Sustainable Development Goals. For a world in common.

Our mission in Ukraine is to provide technical assistance and capacity building that strengthens Ukraine's resilience, reforms, and future. We focus on transferring knowledge, skills, and best practices from French public institutions to empower Ukrainian counterparts.

In Ukraine, we are a committed partner, working hand-in-hand with Ukrainian authorities and civil society to support recovery, reconstruction, and the vital journey towards European Union accession.

Qualifications and Skills

• Experience: Proven experience (3+ years preferred) in a fast-paced administrative, operations, or project coordination role.
• Organization: Exceptional organizational and time-management skills, with a strong ability to multitask and prioritize effectively.
• Detail-Oriented: Meticulous attention to detail, especially regarding financial documents, schedules, and legal paperwork.
• Interpersonal Skills: Excellent communication and interpersonal skills, with the ability to support and coordinate with high-level, independent professionals from diverse backgrounds.
• Problem-Solving: A proactive, self-starting attitude with the ability to identify problems and find solutions independently.
• Technical Skills: High proficiency in MS Office (Word, Excel, Outlook) and comfortable learning new administrative systems.
• Language: Fluency in French and/or English and Ukrainian is required.
• Preferred:
  • Experience working with international organizations, embassies, public sector projects, or NGOs.
  • Prior experience in logistics management, travel coordination, or basic HR administration.