The Grants Specialist is playing a role in providing support to the grant award administration process, including pre-award and post-award requirements as outlined in the project’s Grants Under Contract Manual and DAI policies and procedures. Actively participated in team discussions, remain flexible with assigned tasks, and assist in structuring and developing grants mechanisms to the private sector that facilitate technical excellence and performance-based results, while meeting high standards of regulatory compliance. Required to perform at a high level for managing multiple competing priorities and award processes under pressure to meet activity deadlines. Working in collaboration with other IBR personnel to build the capacity of prospective and awarded grantees on how USAID award administration functions, while ensuring that agile programming, accountability for performance, and grant compliance remain in place. Supporting continual processes for improvement under an adaptive approach that is responsive to the technical and operating environment in Ukraine. In collaboration with the Sr. Grants Manager and technical teams, provide support to the full grant award lifecycle, including but not limited to drafting notice of funding opportunities (NOFO, i.e. RFC, RFA, APS, etc) and their annexes, organizing applicant conferences, responding to applicant questions, organizing and at times leading technical evaluation committees, completing cost reasonableness reviews and due diligence requirements, preparing approval documents, assisting technical leads with implementation management, ensuring performance targets are captured in grant awards, providing capacity building support to partners in grant administration, and ensuring proper grant closeout. Support the development and establishment of clear grants policies, procedures, and templates by using simple language, prioritizing operational efficiencies, and systematized grant award administration procedures.

Support CEP’s grants and subcontracts team with grant admin. and doc.; organizing, filing grant applications, supporting documentation; and supporting grant selection processes, negotiations, and grants awards for specific grant programs, as needed. Assist in the design, dev., and application of the project’s grants policies, procedures, and practices. Operate within the grants and subcontracts team, and under the supervision of the Grants Manager (GM). Assisting the GM in the management of all grants awarded by CEP and ensuring that the grants comply with USAID regulations, the CEP contract, and Chemonics’ policies and procedures. Support the grants and subcontracts team with mgmt. of procurement logistics, particularly for in-kind grants, procurement, and subcontracts, as needed. Assist CEP’s MEL team with collecting, entering, and analyzing grantee and subcontractor data, which contributes to CEP’s reporting requirements. Supporting grant/subcontract admin. and implementation processes, as well as for supporting the program’s monitoring and evaluation efforts, as needed. Ensure full compliance with USAID reg. related to fair and open competition in the award of grants and manage the issuance of solicitations for grants proposals, including APSs, RFAs, RFPs/RFQs, other grant and subcontract docs. Apply CEP’s procedures and processes in evaluating applications for grant, purchase orders and subcontract funding, including participation as a member of Evaluation Committees as needed. Assist in preparing evaluation doc. to identify potential grantees, vendors/suppliers and subcontractors, draft selection memos., prepare award agreements, and track the submission of grantee reports and monitoring/milestone data. Contribute to preparation, execution of trainings on project/grant impl. for program grantees. Provide input to CEP’s annual work plans; Gather, communicate budgetary, financial information of subcontracts and grants and payment of invoices on a regular basis.

• Manage reporting workflows and processes between program teams, senior leadership, and HQ to ensure the timely and quality development and review of the project management documents and agreements.
• Assist in preparing high-quality, timely reports for donors, partners, and government on program progress, ensuring all donor reporting requirements are met and strategically positioned to demonstrate DRCs leadership in programming in the country context.
• Support the Grants Manager in providing timely, thorough responses to information requests from internal and external sources.
• Lead initiative to identify, research, write, and report on key sector success stories for internal and external audiences, packaging stories that center on evidence to further illustrate impact of the programming.
• Work closely with program M&E staff to ensure credible, best-practice monitoring and reporting of program activities.
• Support in designing and editing of exceptional communication materials, including reports, activity plans, and information updates.
• Support the Grants Manager in overseeing proposal development processes, including drafting and producing high quality concept notes and proposals.
• Support the Grants Manager and Head of Programmes with the development of strategy and/or drafting of position papers, thought leadership pieces, and other related initiatives leveraging evidence from programs.
• Increase visibility and ensure leadership positioning through developing consistent communication materials, such as sector profiles, impact reports, program briefings, leadership and positioning pieces, and other relevant pieces.
• Provide technical support, guidance, and tools to implementing partners at the proposal development stage.
• Support in partnership with relevant staff the capacity assessment of local implementing partners and collaborate in partnership with relevant managers in designing capacity building plans, including grants management support.

• Project plan preparation and execution
• Third-party vendor scouting and management
• Band contract negotiating, accommodation, performance adjustment

• Identifying strengths and areas for improvement in the communication process with customers and assist in enhancing the provided services
• Evaluating the quality of Sales Agents' communication with clients
• Preparing reports and provide feedback
• Revising and improving the effectiveness of the QA process and procedures to increase the quality of Sales Activities
• Training for Sales Agents

Project Specification:

Opening international representative offices from the scratch (Berlin, Germany; Zug, Switzerland).

Project milestones:

Legal coordination

• Office rent (search, contract, negotiation, law adjustment)
• Office reconditioning (local suppliers)
• Furniture (order, shipment from Italy)
• HR (recruitment, stuff adjustment)
• Intermediate and guidance between local and international offices

Project specification:

Exhibition Agritechnika in Hannover, Germany

Project milestones:

• Registration
• Stand development (3d project development, construction)
• Marketing materials for the exhibition
• Catering (adjustment to the Ukrainian cuisine with local suppliers)
• Team adjustment for the exhibition
• Logistic (local, international)

Project specification:

Health insurance for the Company (Kiev office)

Project milestones:

• Tender procedure
• Improvement and grade division of the current health insurance
• Coordination

Specification:

• Proofreading
• Notary transaction coordination
• State and legal authorities projects
• Tax ID procedure
• Work permit procedure
• Translation
• Document formatting