Job Description

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. IREX focuses on four areas essential to progress: cultivating leaders, empowering youth, strengthening institutions, and increasing access to quality education and information.

Position Purpose Summary

IREX office in Ukraine is seeking a qualified professional to fill the position of Program Assistant for its United Voices in Action (VIA) program ( www.irex.org). The Program Assistant will coordinate and support implementation of program activities. The position is based in Kyiv.

Task and Project Coordination/Management

Provides technical support and input to an assigned program(s) or project. Responsible for the contributing, creating, and guiding the work associated with project outputs, to include but not limited to program design, required products, gathering, drafting, and creating workflow plans, budgets, internal/external reports, presentations, and other documents/deliverables as identified. Responsible for the development of written communications by drafting, approving, and sending correspondence.

• Assist with activities that fall under VIA program objectives.
• Provide programmatic, financial, administrative, and logistical support to ensure smooth implementation of the program.
• Support effective collaboration within the program components as well as partners, stakeholders, experts, trainers, regional coordinators, and key stakeholders.
• Assist in the organization of program events, including trainings, meetings, and workshops.
• Communicate with suppliers and other subcontractors.
• Draft program-related documents, financial payments, reports, and success stories.
• Provide support to monitoring and evaluation activities, data collection, and reporting.
• Assist program staff as needed and provide general support to staff including photocopying, filing, note-taking, and other relevant duties.
• Translate program-related documents (English-Ukrainian and vice-versa)
• Travel throughout Ukraine to attend program events and meetings (if possible and according to IREX policy and the public health and security situation in Ukraine)
• Assist in the coordination of training events, including designing materials, managing project deadlines, and ensuring compliance with the budget.
• Provide support with contract preparation and documentation for external consultants, trainers, and vendors.
• Assist in entering and maintaining data in internal systems.
• Support procurement and administrative processes by collecting and filing supporting documentation for payments, contracts, and reporting.
• Coordinate packaging, and distribution of promotional and informational materials, ensure timely delivery through communication with vendors, monitor inventory at the storage facility, and manage shipments or on-site visits as needed to prepare or receive supplies for program activities across Ukraine.
• Other duties as assigned.

Relational Communication

Serves as a primary point of contact for assigned country/region; includes interacting with key stakeholders, partners, and/or fellow IREX employees. Responsible for drafting and sending correspondence with stakeholders. Guidance and/or approval before engaging stakeholders may be required, in some cases.

Partner Engagement / Business Development

Supports the renewal process of assigned program. Supports and coordinates country partner outreach as requested. Gathers market intelligence specific to regional/country of responsibility.

Budget, Financial and Project Compliance

At the direction of project leadership, independently and accurately performs financial administration tasks (check invoices, requests, sub-award approval level, make Acts of Acceptances, etc.). Makes independent decisions about the type of information needed to populate a given document consistent with policies. Teamwork and Leadership

Ensures fellow team members can articulate how project work aligns with program or practice area goals and objectives. Delegates relevant work and provide clear and measurable guidance. Proactively seeks feedback from team members and use information to make informed, relevant decision for projects, programs, and client. Seeks opportunities to encourage team members, to create more efficient processes and workflows that improve overall program. Takes ownership of the decisions and actions.

Requirements

• Bachelor’s degree
• Minimum of one years of experience, preferably in the NGO sector and on technical assistance projects
• Good knowledge of English
• 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 interpersonal and organizational skills
• Advanced knowledge of MS Office applications
• Ability to travel (if possible and according to IREX policy and the public health situation in Ukraine)
• Must demonstrate valid proof of unrestricted work authorization in Ukraine.