The posting
About Prevail Partners
Prevail Partners is a leading British intelligence, security and operational support company. We help governments, NGOs and commercial organisations operate safely and effectively in some of the world's most complex environments by combining intelligence, technology and operational expertise. Our teams deliver actionable insight that helps clients manage risk, make informed decisions and achieve meaningful operational impact where it matters most.
Our shared mission is to deliver unrelenting excellence in everything we do, underpinned by integrity, curiosity, accountability and care.
About the Role
We are seeking a Project Administrator / Language Assistant to join our project team in Kyiv. This dual-hatted role will run the administration and document control of the project management office while providing the Ukrainian–English interpretation and translation on which the project depends.
The project involves reconstructing an existing medical building in Kyiv for an international donor. Works will be delivered through a Ukrainian construction subcontractor and approved and accepted by Ukrainian state bodies, while the site remains in clinical use throughout. You will report to the Project Manager, with a functional line to the PMO Lead for document and reporting standards, and work closely with the Liaison Officer, Procurement Officer and Clerk of Works.
The project operates in two languages and under two legal systems: construction records, site journals and statutory documents are maintained in Ukrainian, while customer reporting is in English. Success depends on accurate, traceable documentation delivered to contractual deadlines; accuracy therefore carries as much weight as speed.
Key Responsibilities:
- Coordinate and administer project meetings, including scheduling, preparation of meeting materials, minute-taking, action tracking and follow-up.
- Support the preparation and timely submission of weekly and monthly project reports, ensuring reporting deadlines are met.
- Maintain project schedules, progress tracking, cost information and change-control records to support effective project delivery.
- Manage project correspondence, action, risk and document registers, ensuring records remain accurate, up to date and auditable.
- Operate document control processes, including filing, version control and quality assurance, to maintain an effective controlled information environment.
- Support the compilation of project acceptance documentation, payment milestone evidence and other key project deliverables.
- Provide professional Ukrainian-English interpretation at meetings, site visits and stakeholder engagements.
- Deliver accurate written translation of technical, contractual, safety and project documentation, ensuring clarity, consistency and appropriate terminology.
- Provide administrative support to the wider project team, including personnel administration, site-access coordination, onboarding, travel, logistics, correspondence, invoices and expenses.
- Undertake any other reasonable duties or responsibilities as assigned by the Project Manager, PMO Lead or Line Manager to support the successful delivery of the project.
Requirements
Essential Skills and Experience:
- Fluent written and spoken Ukrainian and English, with demonstrable experience of live interpretation and written translation in both directions, ideally in a technical or construction setting.
- Proven office administration or project-support experience, preferably in a construction, engineering or infrastructure environment.
- A Bachelor’s, Master’s or Specialist Degree in translation, philology, linguistics, international relations, business administration, construction or a related field, or equivalent professional experience.
- Strong command of construction and contractual vocabulary in both languages, with the judgement to recognise when a literal translation could mislead.
- Excellent accuracy, attention to detail and record-keeping discipline, with the organisation to manage several fixed deadlines simultaneously.
- Proficiency in Microsoft Office, particularly Excel and Outlook, and in document management using SharePoint and Teams.
- Based in Kyiv and able to attend the project site and meetings with Ukrainian stakeholders regularly.
- Able to provide a clean criminal record certificate issued by the Ministry of Internal Affairs of Ukraine.
- Able to produce a valid military registration document at the point of offer, as required by Ukrainian law.
- Able to handle sensitive and protectively marked project information appropriately under the customer’s security and data-protection terms.
Desirable Skills and Experience:
- The following would strengthen an application:
- Familiarity with Ukrainian construction documentation, including acts of hidden works, executive documentation, material and equipment passports, and site journals.
- Experience of donor-funded, international or government-funded projects.
- Experience preparing or submitting documentation to Ukrainian state bodies.
- A translation or interpreting qualification, or evidence of continuing professional development in translation.
- Experience of project-controls or scheduling software, including Microsoft Project.
About You
You are a precise, dependable bilingual professional who can balance pace with rigorous document control. You communicate clearly, work constructively across technical and stakeholder groups, and exercise sound judgement when information is sensitive, ambiguous or not ready for issue.
- Organised and resilient, with the ability to manage a demanding administrative workload and competing deadlines.
- Collaborative and service-minded, while confident enough to challenge discrepancies and uphold reporting standards.
- Committed to contributing positively to Prevail’s wider team and values-led culture.
Benefits
What We Offer
- At Prevail, we believe in recognising and rewarding our people. Our benefits are designed to support your wellbeing, development, and life beyond work:
- Voluntary Medical Insurance:
- Employee Assistance Programme (EAP): Confidential mental health, legal, financial and wellbeing support via Health Hero
- 25 days Leave Entitlements: Supporting you through important life moments with flexibility
- Professional Development Days: Dedicated time off to focus on your personal and professional growth through training, courses, or self-directed learning
- Culture & Development: A values-led culture with regular social events, collaborative initiatives, and meaningful opportunities for personal and professional development
