The project “Communities in Motion – Institutional Development of Foundation Ukraine” is implemented by Foundation Ukraine within the Government Programme for Supporting the Development of Advisory Organizations. The initiative responds to the needs of the organisation that emerged as a result of the rapid scaling of the Foundation’s activities following the outbreak of the full-scale war in Ukraine.
Since 2022, Foundation Ukraine has significantly expanded the scope of its operations, increased the number of implemented projects, developed its team, and launched advisory and integration services in new locations across Lower Silesia.
The project aims at comprehensive institutional development of Foundation Ukraine through improving internal processes, implementing modern digital tools, developing staff competencies, and strengthening communication with beneficiaries and partners.
Project objective
The objective of the project is to further strengthen the stability, efficiency, and professionalism of the organisation so that it can respond even more effectively to the needs of people with migration and refugee experience and deliver high-quality advisory and integration services.
This objective will be achieved through:
- improvement of HR and administrative processes,
- automation of project and document management,
- implementation of an integrated HR and accounting system,
- development of staff and associates’ competencies,
- strengthening organisational communication and visibility,
- improving the quality and accessibility of advisory services.
Project location
The project is implemented in the Lower Silesian Voivodeship, with particular focus on the locations where Foundation Ukraine runs Information and Advisory Points under the project “Lower Silesian Centre of Polish Culture”:
- Wrocław,
- Jelenia Góra,
- Legnica,
- Wałbrzych.
Organisational and training activities, as well as the implementation of technological solutions, will be carried out across the entire organisation, both on-site and online.
Main activities within the project
Project management automation
The Foundation will implement a modern project management system to improve planning, progress monitoring, and collaboration between teams. This solution will enable more efficient delivery of multiple projects simultaneously, better work organisation, and smoother information flow.
Electronic document workflow
The project includes the implementation of an electronic document management system to streamline administrative and accounting processes. It will improve document organisation, shorten processing time, and reduce the risk of errors and delays.
Integrated HR and accounting system
A key element of the project is the implementation of a modern HR, payroll, and accounting system. Integrating these processes into a single tool will automate administrative tasks and improve organisational resource management.
Team capacity development
The project includes a series of training sessions for staff and associates of Foundation Ukraine. The training topics include monitoring and evaluation, time management and task prioritisation, preparation of grant and EU applications, and project management.
These activities will strengthen the team’s capacity to deliver services more effectively and respond better to beneficiaries’ needs.
Strengthening communication and organisational image
The project also includes communication development activities, such as: developing the Foundation’s visual identity, developing and implementing a Tone of Voice strategy, launching Telegram communication channel, developing the websites of Foundation Ukraine and the Institute for Migrant Rights, purchasing photo and video equipment, preparing new promotional and informational materials.
These activities will make the organisation’s communication more coherent, accessible, and effective.
Expected results of the project
As a result of the project, Foundation Ukraine will:
- implement a modern project management system,
- launch an electronic document workflow,
- implement an integrated HR and accounting system,
- train at least 20 employees and associates,
- deliver a minimum of 4 specialised training sessions,
- develop and implement a Tone of Voice strategy,
- launch a new Telegram channel,
- produce a set of professional promotional and branding materials.
Project impact
The implementation of the project will contribute to the long-term strengthening of Foundation Ukraine as a modern and professional advisory organisation.
New digital tools, improved processes, and enhanced staff competencies will enable the organisation to operate more efficiently, respond more quickly to beneficiaries’ needs, and improve internal management quality.
In the long term, the project will improve the quality of informational, legal, integration, and social services provided to migrants and refugees in Lower Silesia, and will increase the Foundation’s capacity to implement new initiatives responding to the evolving needs of local communities.
The project “Communities in motion – Institutional development of Foundation Ukraine” is co-funded by the National Institute of Freedom – Centre for Civil Society Development under the Government Programme for Supporting the Development of Advisory Organizations for the years 2022–2033.