Administrative and Procurement Assistant support South East Portfolio at Chemonics International Inc. / DG East

Chemonics International Inc. is looking for a qualified professionals to fill position of Administrative and Procurement Assistant support South East Portfolio.

ESTIMATED PERIOD OF PERFORMANCE/LEVEL OF EFFORT: Long-term

BACKGROUND: The USAID Democratic Governance East Activity (DG East) aims to strengthen the connection and trust between citizens and their government in eastern and southern Ukraine by promoting an inclusive civic identity, common civic value and a unified Ukraine by addressing the divisive impacts of Russia’s aggression, and the consequences of the ongoing war through increased citizen participation, improved service delivery and more responsive governance. DG East works to (1) develop greater acceptance of a shared civic culture based on common values and understandings, and to (2) increase participation to improve Ukraine’s governance and reform processes and help to resolve community problems. DG East provides opportunities for citizens to engage with their government, provide government with resources to support their citizens, and create opportunities for citizens of Ukraine to create hope in their future and positive changes in their daily lives. DG East activities are implemented across four regional portfolios and two physical office locations in Kyiv and Staryi Sambir.

JOB SUMMARY: The Administrative and Procurement Assistant provides support with general office administration, human resource management, small-scale administrative procurement, and other daily needs of portfolio operations under the director of the Regional Director.

REPORTING: This position reports to the Regional Director.

PRINCIPLE DUTIES & RESPONSIBILITIES:

Administrative Support

• Provide support with general office administration, human resource management, small-scale administrative procurement, and other daily needs of office operations. Provide administrative support to recruitment process for short-term technical assistance (STTA) that includes inviting applicants for interviews, searching for reference checks and visual compliance, sending notifications to the selected or rejected applicants.
• Collect respective documents and prepare payment packages for local STTAs, track and file deliverables as needed.
• Make hotel and flight reservations for local and international staff, and consultants engaged as STTA as well as consultants traveling to and within Ukraine.
• Collect operations related information to inform the preparation of operational monthly wire transfer requests for review by the Office Manager.
• Coordinate and track taxi and transportation services use.
• Assist with maintenance of project electronic and hard copy filing system as well as operational procurement procedures, including identification of vendors, collection of price quotes, and documentation of the procurement process.
• Support the Office Manager with maintenance of travel, event, and staff leave calendar as well as tracking staff leave balances for the office.
• Procure office supplies, greet and assist visitors, and help schedule meetings and events.
• Coordinate postage services and document exchange between offices.
• Maintain the office property inventory tracker.

Procurement and Support

• Assist the Procurement Manager in the production, review, and management of all procurement actions supporting DG East activities, such as subcontracts, DDGS and grants.
• Provide administrative support in preparation of Request for Application (RFAs)/ Request for Proposals (RFPs)/ Request for Quotations (RFQs) and after final confirmation, post announcement packages on official websites.
• Follow up on announced RFA/RFP/RFQs, collect and file applications, proposals, bids.
• Assists in scheduling and organizing pre-proposal conference and evaluation committee meetings.
• Prepare all necessary documents and packages for evaluation committee and provide information and support to evaluation panel.
• Organize and maintain electronic and hard grants, subcontracts, and DDGS files and

databases, labeling, and ensure that all files are timely and completely uploaded to

SharePoint.

• Assist in submission of payment requests to the Finance team, making sure that documentation, and disbursements under the project are in line with USAID and Chemonics procedures, and all supporting documents are attached to the payment requests.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES: No supervisory responsibilities.

DUTY STATION: This position will be based at the designated DG East location in Ukraine.

TRAVEL REQUIREMENTS: Ability to travel throughout Ukraine is required.

QUALIFICATIONS:

• Bachelor’s Degree in a relevant field.
• At least 1 year of relevant office administration, bookkeeping, financial management, program management, HR management, and/or accounting experience required, with preference for USAID-funded administrative experience.
• Demonstrated knowledge of all aspects of office administration.
• Ability to work independently with minimal supervision, to prioritize multiple assignments in a fast-paced environment, to meet deadlines, and to exercise good judgement that reflects positively on the DG-East program.
• Ability to effectively use computer software. Demonstrated high proficiency with Excel spreadsheet applications is required.
• Proficiency in written and spoken English and Ukrainian required.

APPLICATION INSTRUCTIONS:

Interested and qualified candidates should send their CV by July 30, 2023. Candidates must ensure that CV does *not* include a photograph, date of birth, and/or marital status information.

No telephone inquiries, please. Candidates will be considered on a rolling basis, and only finalists will be contacted.

Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.

2023-07-18T17:14:36.000 2023-07-30T23:59:59.000 Full time / Повна зайнятість TELECOMMUTE Chemonics International Inc. / DG East