The position is under the direct supervision of the Finance and Grants Manager and works in close cooperation with the Health Program team and the Expertise France Ukraine Support Functions Unit, as required.

The Program Assistant’s main tasks will be to:

Payment Documentation Support

• Collect, verify, and complete payment supporting documents (e.g. contracts, invoices, receipts, deliverables, payment requests) before submission to the finance unit;
• Check the completeness, internal consistency, and basic compliance of payment documentation with internal procedures, donor rules, and contractual requirements;
• Ensure correct matching between contracts, invoices, deliverables, and payment requests;
• Provide documentation support for payment files related to:
  • national experts (monthly invoices and supporting documents),
  • construction-related contracts (works, construction management, technical oversight, project management),
  • service and consultancy contracts,
  • cooperation agreements and financing mechanisms,
  • hospital cooperation activities and MoUs implemented in Ukraine and abroad
• Liaise with program teams, consultants, partners, and service providers to clarify, correct, or complete documentation;
• Track the status of payment documentation files and follow up on missing or pending documents;

Filing, Archiving, and Audit Support

• Maintain accurate and well-organized physical and electronic filing systems for payment-related documentation;
• Ensure proper archiving of payment documentation in line with internal rules and donor audit requirements;
• Assist with preparation and collection of supporting documents for audits, donor verifications, and internal control reviews;
• Ensure traceability of documentation across different types of contracts and program activities;

 Coordination and Administrative Support

• Coordinate with program, procurement, logistics, and support teams to resolve documentation gaps or inconsistencies related to payment files;
• Support communication with external consultants, service providers, and partners regarding documentation requirements and deadlines;
• Provide administrative and documentation-related support to the Finance and Grants Manager and the Health Program team, as required, in relation to payment documentation and reporting processes.

Expertise France

Expertise France is the French International Technical Cooperation Agency, with the status of public institution under the joint supervision of the Ministry of Europe and Foreign Affairs and the Ministries of Economics, Finance and Industrial and Digital Sovereignty. It is the second largest technical cooperation agency in Europe. Expertise France designs and implements projects that strengthen public policies over the long term in developing and emerging countries. As the French public agency for international technical cooperation, Expertise France operates in more than 100 countries, implementing more than 400 projects. The agency works in close collaboration with French public institutions, as well as with the European Union, to respond to the needs of partner countries that wish to improve public policies that tackle these challenges. In Ukraine the Agency has been regularly present since 2006 through series of technical assistance projects. 

Expertise France in Ukraine

The MEAE has financed in 2023 Expertise France with an envelope of €14.5 million to position French technical cooperation and respond to Ukraine’s short, medium and long-term needs. This facility, entitled mAIDan Ukraine, finances and co-finances technical assistance projects to support Ukrainian authorities in preparing for reconstruction and the European accession process.

The ongoing other projects in Ukraine include: the EU-funded Project Pravo-Justice which promotes greater rule of law in Ukraine, in line with European standards and comparative practices; the “Stiykist” (resilience) project aims to contribute to social transformation and resilience in Ukraine by strengthening the capacities of national, regional and local institutions in the field of vocational training and social services, with a particular focus on the social inclusion of the most vulnerable; the Technical Support of the State Audit Service project which aims to mobilize French and national technical expertise to help bringing Ukrainian legislation into line with the acquis Communautaire, particularly in terms of protecting the EU’s financial interests and supporting the SAS in its role of inspecting and monitoring the use of reconstruction funds.

 Expertise France’s Health Programme

As part of France’s strategy for reconstruction and aid in Ukraine focusing on the health sector The French Ministry of Europe and Foreign Affairs (MEAE)’s Crisis Center (CDCS) has financed €18 million over 36 months to the APPUI Sante Project from 2024 to 2026. The project, implemented in partnership with Ministry of Health of Ukraine and other key stakeholders aims to improve Ukrainian populations’ access to essential healthcare services in times of crisis. The project focuses on enhancing hospital cooperation between France and Ukraine, mobilizing French expertise, financing implementing partners, financing national healthcare authorities’ resources and projects, reconstructing and modernizing healthcare infrastructure and donating medical equipment at the request of Ministry of Health of Ukraine.

The REHAB project, funded by the French Development Agency (l’AFD) for €5 million over 24 months, from 2025 to 2026 aims overall supporting Ukraine in maintaining and strengthening its healthcare system to address the consequences of the conflict on the physical and mental health of Ukrainians. Activities are designed around enhancing mental health services and infrastructure in the Odesa region; strengthening physical rehabilitation efforts and infrastructure, while also emphasizing broader capacity-building initiatives across Ukraine with national and international partners; and identifying and conducting feasibility studies to prepare for concessional loan opportunities. Other projects under the Health Programme are ongoing development.

Qualifications and skills:

•         Degree in finance, economics, or related field;
•        At least 2 years of relevant experience in financial or administrative support (experience in NGO or donor-funded projects is an asset);
•         Basic awareness of financial documentation and donor financial requirements, sufficient for document verification and compliance checks.
  
  

Skills & Competencies:

•        Strong attention to detail and organizational skills;
•       High level of accuracy and reliability;
•       Ability to work with deadlines and multiple tasks;
•        Good communication and coordination skills;
•        Proficiency in Excel and MS Office;
•        English: intermediate / working level.