Program Coordinator - WARSAW

The German Marshall Fund of the United States • Warsaw, VA

32d • Hybrid

About The Position

The German Marshall Fund is a thought leader on issues critical to transatlantic interests in the 21st century, including the future of democracy, security and geopolitics, alliances and the rise of China, and technology and innovation. By drawing on and fostering a community of people with diverse life experiences and political perspectives, GMF pursues its mission by driving the policy debate through innovative analysis and convening, fortifying civil society, and cultivating the next generation of leaders on both sides of the Atlantic.
At GMF, we acknowledge that diversity, equity, and inclusion touches on all aspects of our workplace. As such, employees at all levels of the organization are accountable for incorporating inclusive practices, equitable principles, and championing diversity in their work.
Hub Summary
GMF External Relations cultivates and grows GMF’s vast and deep array of networks on both sides of the Atlantic that exist, in part from the decades-long Cities and Leadership programs. We offer current and future decision-makers in the GMF network opportunities to engage in policy analysis, interact with government officials and other stakeholders on geopolitical issues, and forge enduring connections with transatlantic peers.
Work Stream Summary
GMF Cities works with and for cities in Europe and North America to further and fortify democracy; see that there is agency for all residents; promote justice in the social, economic and climate realms; and drive enterprise and entrepreneurship to social good. The team works alongside a wide variety of content and funding partners on topic-specific projects to bring the innovation of local actors on global issues and solutions. GMF Cities facilitates the transatlantic exchange of knowledge for building inclusive, sustainable, and globally-competitive cities – connecting local leaders, maintaining a robust international network of urban practitioners, and highlighting individual innovation and new policies and models. GMF Cities has a broad portfolio of projects that explore key issues through high-impact gatherings, peer exchanges, and applied research, working across the public, private, and nonprofit sectors.
A flagship initiative of GMF Cities is the Ukraine Cities Partnership (UCP), a cross-sector transatlantic partnership that seeks to equip small Ukrainian cities with the knowledge, capacity, and networks to redesign and redevelop in green, sustainable, and inclusive ways. The exemplar designs will demonstrate what is possible, develop local capacity, prototype new practices and systems, and serve as models for replication and scaling across Ukraine.
Job Summary
The Program Coordinator will provide essential operational, logistical, and administrative support to the Ukraine Cities Partnership (UCP), working under the guidance of Program Managers and Senior Fellows. The ideal candidate is a proactive, detail-oriented self-starter with strong organizational and communication skills. Key responsibilities include coordinating and maintaining relationships with UCP partner cities, which may require periodic travel to Ukraine; supporting the planning and execution of regular virtual meetings with large groups of external partners; preparing meeting-related materials, including invitations, agendas, notes, presentations, and follow-up documents; managing online meeting platforms and file sharing systems; and supporting the organization and implementation of private convenings and public events held alongside high-level international forums such as the Ukraine Recovery Conference. Additional responsibilities include supporting the development and maintenance of the UCP website and assisting with UCP communications and social media. The role also contributes to GMF’s work on Ukraine’s local recovery by monitoring relevant developments and assisting in the preparation of clear, high-quality written content that highlights GMF’s work and impact. Excellent English and Ukrainian language skills are required.

Requirements

• Three to five years of full-time work experience in a think tank, public-sector institution, or non-profit organization, with proven experience in project coordination
• Familiarity with international or nonprofit program operations, ideally in areas related to urban development, local governance, or post-conflict recovery
• Excellent organizational skills and understanding of coordination processes, including scheduling across time zones, meeting preparation, documentation management, and digital filing.
• Proven ability to manage workflows, track tasks, and maintain structured, efficient communication and follow-up with diverse stakeholders across different time zones.
• Knowledge of digital communications, website content management systems, and social media practices.
• Experience in event planning logistics, including preparation of materials, coordination with participants, and on-site or virtual support.
• Ability to work both independently and collaboratively in hybrid (remote and in-office) settings.
• Strong written and verbal communication skills, with the ability to prepare clear, concise materials for internal and external audiences.
• Excellent writing, editing, and speaking skills in English, and speaking and writing proficiency of Ukrainian.
• Awareness of current developments in Ukraine, particularly related to municipal recovery and reconstruction to support UCP’s strategic vision
• Ability to travel domestically and internationally, including to Ukraine.
• BA in communications, public administration, public policy, urban planning, or a related field is required

Nice To Haves

• MA in a related field is preferred.

Responsibilities

• Provide day-to-day project management and administrative support to Program Managers and Senior Fellows, including internal coordination, scheduling meetings, managing databases and contact lists, taking notes, and preparing documentation.
• Maintain organized and accessible program records through shared folders, filing systems, and document management tools.
• Coordinate and maintain relationships with UCP partner cities, including periodic travel to Ukraine as required.
• Support the planning and execution of regular virtual working meetings across different time zones with groups of 10–15 UCP partners, including preparing and managing invitations, agendas, notes, presentations, and follow-up materials.
• Oversee online meeting platforms (e.g., Zoom, Teams), including scheduling, hosting, arranging translation services, and troubleshooting technical issues.
• Assist in organizing and implementing in-person private convenings and public events, including managing invitations, logistical arrangements, participant coordination, venue and vendor communication, and briefing materials.
• Support the development and maintenance of the UCP website by updating content and coordinating with internal teams, UCP partners, and external vendors.
• Assist UCP communications and social media by drafting content, preparing visuals, and tracking engagement.
• Conduct basic research to support program activities, publications, communications, and partner engagement.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level