PARTNERSHIPS ASSISTANT _Kyiv at Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.
In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions
into action — helping people triumph over adversity and build stronger communities from within.
Now, and for the future.

Program / Department Summary

The conflict in Ukraine has resulted in over a mass displacement across Ukraine. The circumstances and populations are constantly evolving with the conflict. Mercy Corps has reopened its registration and presence in Ukraine as well as offices/activities to support people in neighboring Poland, Moldova and Romania. This includes partnerships, cash, information as protection and other, emergency response activities in a very fluid environment.

General Position Summary

Under the direct supervision of the Emergency Program Manager, Partnerships, the Partnerships Assistant is responsible for the follow-up and data entry for the subawards issued under partnership programs in Ukraine. This is an entry-level position in the partnership program team and the individual will support the progress of the partners and subawards with required documentation and steps to ensure a compliant and efficient process from start to end.

Essential Job Responsibilities

Strategy and Vision

• Assist in maintaining a transparent and efficient subaward process that is clear for the partners and meets Mercy Corps requirements.
• The Partnership Assistant is expected to learn and know the subaward process, all documentation and compliance requitements.
• Participate in internal partner selection processes and review committees when relevant, including contributing to the development of technical selection criteria. Ensure the process is well-documented and filed to standard.
• Participate in partner planning sessions and ensure clear documentation of major decisions agreements are established. Reach out to partners, as needed and directed for additional support.
• Support partners with routine questions and processes.
• Support the partners with their understanding of administrative questions and processes.
• Assist the Partnership team in the preparation of payment or close-out processes.
• Ensure proper maintenance of project files for the partner(s), keep all trackers up-to-date.
• Contribute to drafting and data gathering of accurate reports (monthly, quarterly, and final).

 Other

• Adherence to all MC policies and procedures as outlined in MC policies and procedure manuals.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
• Other duties as assigned. 

Organizational Learning: As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountabilities: Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Supervisory Responsibility: None

Reports Directly To: Emergency Program Manager, Partnerships

Works Directly With: Program Departments, PAQ, Operations Team, Security Management, Finance

Accountability: Accountable to Mercy Corps Procurement Policy and Procedures. Maintains accurate electronic and hardcopy files of procurement file and other relevant files.

Minimum Qualification & Transferable Skills

• This is a starter role with Mercy Corps. A diploma or University Degree in international studies, social, economic or other relevant field is an asset.
• Basic understanding of structures and processes of NGOs – including sub-grant mechanisms- required;
• Demonstrated capacity to collaborate closely with a broad range of stakeholders in different geographic locations; experience with remote management or monitoring a plus
• Familiarity with the MS Office software (i.e., Word, Excel, and PowerPoint) is required
• Excellent oral and written Ukrainian and English is required. Russian language is desirable.
• Knowledge of humanitarian standards and codes, including SPHERE, HAP is an asset