Program Assistant /Асистент (-ка) програми до Українського фонду швидкого реагування

Who We Are

IREX is a global development and education organization. We strive for a more just, prosperous, and inclusive world—where individuals reach their full potential, governments serve their people, and communities thrive. With a projected annual portfolio of more than $100 million and more than 600 staff worldwide, we work with partners in more than 100 countries in four areas essential to progress: cultivating leaders, empowering youth, strengthening institutions, and increasing access to quality education and information.

IREX is seeking a qualified professional to fill the position of Program Assistant for its Ukraine Rapid Response Fund (URRF). The Program Assistant will support program staff to work with stakeholders, support local actors, and in some cases provide direct assistance to address critical needs and respond to unforeseen shocks affecting civilians and other stakeholders in the Ukraine conflict. Due to the volatile program environment, specific duties and responsibilities may change rapidly, requiring a high degree of flexibility by the Program Assistant.

The goal of the CSO-funded Ukraine Rapid Response Fund (URRF) is to address immediate needs and enhance the resilience of Ukraine’s government, civil society, and civilian population amidst Russian invasion and potential occupation and in support of Ukraine’s national system of resilience. IREX will improve communication, coordination, and collaboration among key actors and stakeholders; strengthen their effectiveness, inclusion, and accountability; and provide direct with the goal of helping civilians and improving resilience. Using a conflict-sensitive and adaptive management approach, and a holistic approach to security, IREX will monitor, respond to, and anticipate the evolving needs of Ukrainians in this rapidly changing environment.

You will Get:

Committed, passionate, collaborative, and mission-driven colleagues who make IREX a good place to work. You will receive best-in-class learning, development, and growth opportunities, as well as a comprehensive benefits package designed to help you thrive. This includes a well-being and employee assistance program, health coverage, a flexible work schedule, a generous PTO policy, a technology stipend, a diverse and inclusive work environment, and many more benefits.

This is a full-time position.

Are you the next member of our team?

Your Background & Skills

• Bachelor’s degree in social science, international affairs, or a similar discipline
• Minimum of 1+ years of relevant experience as a program/project/personal assistant preferably in the NGO sector and on technical assistance projects.
• Good knowledge of English and Ukrainian
• Strong intercultural and communications skills
• Skilled at handling multiple tasks and able to maintain a calm, friendly demeanor under stressful situations
• Excellent writing skills
• Strong systematization skills
• Ability to learn quickly
• Attention to the details
• Strong interpersonal and organizational skills
• Advanced knowledge of MS Office applications
• Ability to be flexible and respond to a rapidly changing program environment
• Must demonstrate valid proof of unrestricted work authorization in Ukraine

Your Daily Tasks

• Support project activities focused on providing rapid development aid to Ukraine;
• Maintain the program’s operation at the office;
• Under the supervision of the Program Manager support project activities focused on providing rapid development aid to Ukraine such as:
  1. Assist in the subgrant management
  2. Coordinate training in, digital and physical security, first aid and psychosocial first aid and other, including designing materials, manage project deadlines, and ensure compliance with the budget;
  3. Coordinate the distribution of supplies and equipment to civilian shelters, warehouses, or government institutions, including conducting monitoring visits, branding supplies and equipment according to the policies upon the request;
  4. Host online presentations and discussions with international experts;
  5. Support connections between various state and non-state actors;
  6. Holding and ensuring the effective communication between IREX and partners, stakeholders, beneficiaries;
• Collect feedback regarding Program activities;
• Support the oversight of subgrantees’ activities;
• Collect feedback and impact stories from the partners, stakeholders, beneficiaries (including verbal, written, pictures, videos, etc);
• Draft program-related documents, such as reports, plans, presentations, success stories, contracts, grant agreements, etc.;
• Translate program-related documents (English and Ukrainian);
• Coordinate maintenance of the program social media account or/and website as needed including drafting social media posts, planning and/or suggesting content, launching advertisement, etc;
• Systematize and organize data and information on the Share Point and other online resources and systems that IREX uses;
• Communicate with subgrantees, suppliers, and subcontractors (written and verbal);
• Provide logistics/arrangements support for staff and program participants;
• Create meeting notes, summaries of the meetings, and other written communication materials;
• Provide support to monitoring and evaluation activities, data collection, and reporting;
• Organize meetings and communicate (written and verbal) with partners, subgrantees, beneficiaries and vendors;
• Conduct monitoring visits within Ukraine;
• Process and issue invoices, review financial documents, and other contractor’s requests;
• Support the due diligence process for the subgrantees;
• Prepare procurement documentation;
• Review financial documents of the subgrantees and provide recommendations.
• Conduct the analysis and provide feedback on the different types of the documents (concept notes, budgets, reports, payment documents, program reports, visual materials, etc.)
• Coordinate and ensure the contract compliance of the Program’s vendors, consultants, etc.
• Coordinate the creation and distribution of the Program-related printed materials and digital materials;
• Organize post deliveries;
• Assist program staff as needed and provide general support to staff including photocopying, filing, note-taking, and other relevant duties;
• Other duties as assigned.

We conduct background checks on all successful candidates.

This position is based in Kyiv, Ukraine allowing flexibility for telework. The eligible employee is a regular, full-time Ukraine based staff who works from a worksite outside the Ukraine office for one or more days a week.

This position is not eligible for Immigration Sponsorship.

NO PHONE CALLS PLEASE

EOE – Equal Opportunity Employer

We are an Equal Opportunity Employer, including disability/veterans.

Position is open until filled.

2024-08-27T17:06:24.000 2024-09-20T23:59:59.000 Full time / Повна зайнятість TELECOMMUTE Україна IREX