Call for a part-time conference coordinator
The RUTA Association is looking for a part-time Conference Coordinator. This is a 4-month-long position that starts from April.
The RUTA Association promotes and supports Central, South, Eastern European, Baltic, Caucasus, Central and Northern Asia studies. The founding of the RUTA Association aims to transform the regions’ positions from objects of study to active and visible epistemic agents. RUTA centers and builds on the knowledge, scholarly traditions, and expertise of scholars, artists and social justice advocates in the regions. It grows from epistemic communities and solidarity networks formed in response to Russia’s full-scale invasion of Ukraine in 2022. The RUTA Association Annual Conference will be held in the Carpathian Mountains, Ukraine, on July 12th – 15th, 2026.
This is a unique opportunity to engage with scholars, artists, and practitioners from around the world and to be part of a conference that actively shapes new narratives and re-centers knowledge production in and from the region.
Key Responsibilities
- Preparing the conference program in collaboration with the conference committee
- Coordination and ongoing communication with the conference working group
- Planning, organization, and overall management of the annual conference in cooperation with the Partnership Manager
- Coordinating with the art curator regarding the artistic program and related logistics
- Communication with conference participants and speakers, including responding to emails and providing logistical guidance
- Event logistics: preparation and on-site coordination
- Writing the conference report and preparing a post-event debriefing
Requirements:
- Understanding the logistics of events and programs
- Work experience in social and cultural projects and in organizing events would be an asset
- Skills to maintain project documentation
- Teamwork skills
- English language fluency (Upper Intermediate)
- The selected candidate should preferably have an active FOP (Sole Proprietor status) or be ready to open one for the duration of this position.
The applicant must be based in Ukraine, preferably in the Western region. The remuneration will be discussed with each candidate according to the experience.
Terms
- Duration: 4 months (starting April 2026)
- Workload*: up to 30 hours per week on average (0.75 position).
- Work mode: hybrid (online work + offline presence during the conference)
- Remuneration: 25 000 – 35 000 UAH, to be discussed individually based on experience and possible engagement
*The workload is flexible and will vary depending on the project phase — approximately 10–20 hours per week in the initial months, increasing to up to 30 hours per week closer to the conference dates.
Please apply by filling this form attaching your CV and Letter of Application, stating relevant experience and motivation. Applications will be reviewed on a rolling basis until March 15th, 2026.