Tender for the procurement of Project Manager Assistant services within the framework of the project “Strengthening communities in South and East Ukraine through localized action (EMPOWER)”
| Kramatorsk City | 24 February 2026 |
PUBLIC ORGANIZATION “FISHERMEN CLUB OF UKRAINE” (hereinafter referred to as “FCU”) announces a tender for the procurement of Project Manager Assistant services within the framework of the project “Strengthening communities in South and East Ukraine through localized action (EMPOWER)”.
The project is implemented under Grant Agreement No. 81322765 dated 16 December 2025 with the support of Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH.
Tender announcement date: 24 February 2026.
Subject of procurement: Project Manager Assistant services
Service delivery format: hybrid format
Estimated scope of services: approximately up to 160 hours per month depending on project needs
Cooperation format: provision of services within the framework of the project based on a contract with an Individual Entrepreneur (FOP).
The service provider independently organizes the process of service provision and is not subject to the internal labor regulations of FCU.
Service provision period: until 14 December 2026 inclusive, with the possibility of further extension upon agreement of the Parties and/or in case of extension of the project implementation period.
Deadline for submission of tender proposals: 7 (seven) calendar days including the announcement date — until 02 March 2026 inclusive.
All tender proposals received by FCU after the submission deadline, namely after 20:00 on 02 March 2026, shall not be considered.
The tender proposal must contain the following information:
- Commercial proposal (according to the “Tender Form”) in Excel or Word format + scanned copy signed and stamped.
- Registration documents:
- extract from the Unified State Register of Legal Entities, Individual Entrepreneurs and Public Organizations;
- copy of the extract from the taxpayers register or a document confirming the taxation system;
- bank account confirmation / bank details.
- Statement of compliance with qualification requirements (according to the template), signed and stamped (if applicable).
- CV of the service provider.
Scanned copies of registration documents shall be submitted together with the complete package of tender documentation.
In the absence of a registered Individual Entrepreneur (FOP) at the time of proposal submission, the participant may provide a confirmation letter regarding readiness to register as an Individual Entrepreneur in case of being selected as the winner.
Payment terms: settlements shall be made in the national currency of Ukraine — hryvnia, in non-cash form by transferring funds to the bank account of the service provider.
TECHNICAL ASSIGNMENT
Main functions:
- Providing administrative and organizational support to the Project Manager in daily operations.
- Coordination of logistics for meetings, events, business trips, and coordination sessions.
- Preparation, formatting, and systematization of project documentation, minutes, and reports.
- Supporting communication between team members, partners, and other stakeholders.
- Maintaining contact databases and managing the Project Manager’s calendar.
- Supporting financial administration processes and budget documentation control.
- Ensuring compliance with internal organizational policies and donor requirements.
Expected results (KPIs):
- Administrative tasks are completed on time and without errors.
- Documents are prepared, structured, and submitted within established deadlines.
- Event logistics are organized efficiently, without disruptions or delays.
- Minutes and reports are prepared no later than the next working day after meetings.
- Timely information exchange between team members and stakeholders is ensured.
- The Project Manager’s workflows are optimized, contributing to a 30–40% reduction in administrative workload.
- Completed work complies with internal organizational standards and donor requirements.
Requirements for the service provider:
- Higher education in social sciences, management, psychology, or other relevant fields.
- At least 1 year of experience in event organization and/or project administration; experience in the civil society sector is an advantage.
- Knowledge of event organization principles and basics of financial administration.
- Understanding of budget documentation and internal organizational procedures and donor requirements.
- Certifications in project management or administration are an advantage.
- Strong communication and organizational skills.
- Ability to work with documentation, prepare reports, and analytical materials.
- Skills in team coordination and interaction with partners, donors, and project participants.
- Proficiency in MS Office (Word, Excel, Outlook) and Google Workspace.
- English language proficiency — preferably not lower than A2 level.
- Responsibility, attention to detail, proactivity, stress resistance, and ability to work in a multitasking environment.
The winner of the tender shall be determined by the organizer after financial and technical evaluation of submitted proposals according to the essential selection criteria specified in Table 1 of this announcement, but no later than 05 March 2026. Notification will be sent to the email address indicated in the Tender Form.
Evaluation of tender proposals shall be conducted in accordance with procurement procedures and taking into account the specifics of the services being procured.
Table 1
Evaluation Criteria
| Criterion | Description | Weight (points) |
| Relevant experience | Experience in project administration, event organization, and support to the Project Manager; experience in the civil society sector or international projects will be an advantage | 35 |
| Qualifications and education | Higher education in social sciences, management, psychology, or related fields; certifications in project management or administration are desirable | 20 |
| Quality and completeness of submitted documents | Compliance with RFQ/ToR requirements, logical structure, complete package of documents | 10 |
| Financial proposal (price) | Best value for money, transparency of hourly rate calculation and total cost of services | 30 |
| Additional competencies / skills | Proficiency in MS Office / Google Workspace, reporting and documentation skills, communication skills, basic English language proficiency | 5 |
| Total | 100 |
Evaluation of proposals will be conducted using the best value for money principle and not solely based on the lowest price criterion.
Notification of results will be sent to the email address indicated in the Tender Form.
By participating in this tender, the participant acknowledges and agrees that the tender organizer reserves the right to request additional documents and/or information from the participant or reject the proposal if more advantageous conditions are offered by other participants.
Tender documentation:
Documents for participants (RFQ) – Документи для учасників (RFQ)-Асистент керівника проєкту
FCU makes efforts to prevent, detect, and take measures against all cases of fraud and abuse.
Tender proposals must be submitted with the email subject line: “Commercial Proposal: Project Manager Assistant (EMPOWER) — [Your Full Name]” to the email address: tender@uafishing.club