Project Operations Coordinator - EUM

Culmen is hiring a Project Operations Coordinator to provide support to our EUM team in Kyiv, Ukraine.

The Project Operations Coordinator serves as the essential administrative, logistical, and operational data management backbone of Culmen International’s EUM operations in Ukraine. This position is responsible for unburdening the field monitoring teams by centrally managing life support coordination, vehicle fleet logistics, decentralized housing networks, project invoicing, and day-to-day operational data tracking. The Project Administrator will play a key role in organizing, validating, and maintaining field and operational data, supporting reporting needs, and ensuring accurate records across logistics, financial, and program activities. Strong Excel and Microsoft 365 skills are critical for tracking, reconciliation, data quality control, and ongoing operational support.

Operational Systems & Data Coordination

• Coordinate the setup, distribution, tracking, and accountability of field-deployed equipment and operational supplies, maintaining accurate inventory records and supporting deployment readiness.
• Provide day-to-day coordination and basic support for field teams using operational devices and systems, helping resolve routine issues and escalating more complex technical matters to corporate IT as needed.
• Maintain accurate equipment, device, and access records in accordance with program procedures, supporting accountability, data security practices, and coordination with corporate IT when required.

Logistics & Financial Operations

• Facilitate and accurately track fuel usage across the fleet of field vehicles to ensure operational readiness and budget compliance.
• Coordinate and process per diem disbursements for field monitors to ensure timely financial support during high-tempo nationwide deployments.
• Coordinate the lease, maintenance, and tracking of high-clearance All-Wheel Drive (AWD) mission vehicles.
• Build, vet, and maintain a secure network of low-profile, short-term rentals (Airbnb-style) to safely lodge field teams.
• Manage local vendor relations and track Master Service Agreements (MSAs) to ensure seamless invoicing and procurement workflows.

Data Intake & Quality Control Support

• Organize and facilitate the intake of daily field monitoring and operational data into Culmen’s Microsoft 365 environment, ensuring records are complete, timely, and properly filed for downstream reporting and analysis.
• Maintain Excel-based trackers, file naming conventions, and structured data sets that link asset records, logistics information, and timestamped photo verification packets for accurate documentation and retrieval.
• Support data quality control by reviewing entries for completeness and consistency, reconciling operational data across trackers and source documents, and flagging discrepancies or anomalies for follow-up by the DME Specialist or Program Manager.

Recruitment Pipeline & HR Support

• Proactively manage Culmen’s local "Evergreen Bench" by continuously sourcing and pre-screening high-caliber security veterans to maintain contingency staffing.
• Facilitate local vetting processes, ensuring all primary and reserve candidates possess valid, active Ministry of Internal Affairs criminal record extracts.
• Coordinate the onboarding, technical immersion tracking, and mandatory U.S. Government policy training compliance schedules for all newly activated local national contractors.

• Bachelor’s or Specialist degree in Business Administration, Data Management, Logistics, Supply Chain Management, Operations, or a related field.
•  3+ years of proven experience in project administration, operations support, logistics coordination, office management, or data management within an international deployment, donor-funded program, or professional services environment in Ukraine.
• Advanced proficiency in Microsoft Excel and strong working knowledge of Microsoft 365 applications, including SharePoint and Teams. Demonstrated ability to maintain trackers, organize and validate data, reconcile records, generate routine reports, and support operational data management processes. Familiarity with field devices and communications equipment is helpful, but deep IT administration expertise is not required.
• Demonstrated experience managing fleet logistics, fuel tracking, invoicing, per diem or field expense disbursements, and associated operational data records with a high degree of accuracy and attention to detail.
• Upper-Intermediate to Fluent English communication skills (IELTS 6.5–7.0 equivalent or higher) with native fluency in Ukrainian and Russian.
• Must possess a clean background check with the immediate ability to provide a valid Ukrainian MIA criminal record extract.
• Must possess a valid, legally documented exemption from military conscription or mobilization to ensure continuous, uninterrupted availability.

Culmen International is committed to enhancing international safety and security, strengthening homeland defense, advancing humanitarian missions, and optimizing government operations. With experience in over 150 countries, Culmen supports our clients to accomplish critical missions in challenging environments.

To learn more about Culmen International, please visit www.culmen.com

At Culmen International, we are committed to creating and sustaining a workplace that upholds the principles of Equal Employment Opportunity (EEO). We believe in the importance of fair treatment and equal access to opportunities for all employees and applicants.  Our commitment to these principles is unwavering across all our operations worldwide.