Асистент програм/ Programme Assistant

• Organization: Polish Humanitarian Action (PAH), Warsaw-based international non-governmental organization with representation office in Ukraine
• Position: Programme Assistant
• Location: Kyiv
• Job terms: full-time
• Type of job: employment contract
• Starting date: ASAP
• Duration: 6 months (3 month of approbation period) with possibility for extension

• Prepare and compile complete beneficiary documentation packages (including ID, tax numbers and signed forms) for submission to Finance.
• Verify the accuracy and completeness of all beneficiary data and documentation.
• Cross-check data against source documents (lists, databases, forms) and correct discrepancies in close coordination with Programme and Finance staff.
• Ensure beneficiary records are consistent with PAH internal systems, donor requirements and Ukrainian tax regulations.
• Support Programme team in resolving documentation or data inconsistencies escalated by Finance team to ensure timely processing of payments and reporting.
• Maintain confidentiality and data protection standards at all times.
• Maintain organized, up-to-date records (digital and physical) to facilitate internal and external audits.
• Archive beneficiary documentation in line with PAH policies and donor requirements.
• Provide inputs to donor reporting by ensuring supporting documentation is complete and ready for verification.
• Support communication with field teams and beneficiaries to clarify documentation issues.
• Contribute to internal reporting and project tracking systems, ensuring beneficiary data is aligned with implementation updates.
• Liaise with Programme, MEAL and Finance teams to harmonize beneficiary data management processes.
• Provide administrative support during audits, spot checks, and donor verifications.
• Contribute to improving internal documentation workflows and share lessons learned with relevant teams.
• Carry out other tasks assigned by the supervisor or Head of Programmes.

• Bachelor's degree administration, finance, social sciences or a related field.
• Minimum 1 year of experience in humanitarian NGO or administrative roles (experience with documentation management is an advantage).
• Knowledge of data entry, documentation procedures, and compliance standards.
• Strong attention to detail, accuracy, and ability to work with sensitive data.
• Good communication and coordination skills, including ability to work with multidisciplinary teams.
• Fluency in Ukrainian (written and spoken); working knowledge of English preferred.
• Proficiency in MS Office (Excel, Word, Outlook) and data management tools.

• Employment in a respected and dynamic international NGO.
• Opportunity to contribute to programming in one of Ukraine's key humanitarian response areas.
• Supportive team environment and capacity-building opportunities.
• Competitive salary.

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