Administrative Assistant to Awards Team

Chemonics International Inc.

SCOPE OF WORK

USAID Transformation Communications Activity

Job Title: Administrative Assistant to Awards Team

Estimated Period of Performance/Level of Effort: Long-Term

Location: Kyiv preferred, remote Ukraine with occasional travel to Kyiv negotiable

Chemonics seeks an Administrative Assistant for the Awards team for the ongoing USAID Transformation Communications Activity in Ukraine. 

Chemonics International is a leading global sustainable development firm dedicated to transforming life-changing ideas into world-changing solutions. Since June 2020, Chemonics has been implementing USAID Transformation Communications Activity (TCA), a six-year project in Ukraine. The project aims to partner with the Government of Ukraine (GOU), private sector, and civil society to increase the resilience of Ukraine’s democracy through innovative communications initiatives that engage Ukrainians in a conversation about the country’s democratic transformation and European integration. The objectives of the Activity are to equip USAID and its partners to conduct data-driven communications; increase the quality and quantity of strategic communications on reform dividends; and broaden the use of social impact content by Ukraine’s civic leaders and creative sector. 

The Project seeks an Administrative Assistant to join the Awards Team. The administrative assistant, under the direct supervision of the Awards Manager, will provide general administrative support to the Awards team during the solicitation, selection, implementation, and closeout of grants and subcontracts,  maintain systems and databases for project activities and documentation, ensure accuracy and completeness, support the overall compliance and tracking of grants and subcontracts. 

This position will be based in Kyiv, Ukraine, but the project is currently operating remotely. This position is limited to Ukrainian citizens. We are looking for energetic individuals with a passion for making a difference in people's lives worldwide! 

Responsibilities include:

• Provide administrative support during grants and subcontract solicitation, selection, and implementation. 
• Post RFQ/RFP/RFA announcement packages on official websites; collect bids, proposals, and applications. 
• schedule and coordinate Merit Review Committee and Technical Evaluation Committee meetings for Awards and Technical teams.
• Manage solicitation and evaluation documentation and correspondence. Ensures that proper documentation is prepared on time and uploaded to SharePoint. 
• Assist the team in conducting pre-award risk assessments and do reference checks for various awardees.
• Organize and maintain electronic and hard copies of grants, subcontracts, and procurement files. Manage delivery of hard copies of agreements and contracts to TCA beneficiaries.
• Maintain databases, ensuring all files are timely and completely uploaded to SharePoint.  
• Perform small translations from English to Ukrainian and vice versa for project documentation. 
• During the grants and subcontracts implementation phase, ensure that deliverables and milestone reports are collected and questions from beneficiaries are followed up on. Assist in preparing payment Request forms (PRFs) and obtaining required approvals and signatures.
• Perform other duties assigned by the Grants and Subcontracts Manager or other TCA leadership. 

Qualifications:

• Energy, positivity, and a strong willingness to learn while making a positive impact. 
• University degree, preferably in business administration or related field. 
• Demonstrated ability to work productively within a team. 
• Excellent administrative, organizational, and multi-tasking skills. 
• Analytical skills and attention to detail.  
• Excellent interpersonal and communications skills, with demonstrated ability to communicate effectively in a cross-cultural environment. 
• Strong computer skills including knowledge of Microsoft Excel, Word, and Office applications. 
• Ability to effectively communicate verbally and in written form in Ukrainian, Russian, and English. 
• Two years of relevant working experience, preferably in grants/subcontracts or procurement. Other experience working in an office is also applicable! Assistant will be trained in all aspects of grants/subcontracts/procurement. If you are energetic, analytical, hardworking, honest, and willing to learn, consider applying! Recent university graduates with strong English skills are also welcome to apply.
• Previous professional experience with international donor programs, particularly USAID, preferred but not required. 

Application instructions:

To apply, please submit your application via the following link no later than December 15, 2024. https://app.smartsheet.com/b/form/6116f86e2e7d442f96cc45447742b1d6

Please complete the required information and upload your cover letter and CV for consideration. No telephone inquiries, please. 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.

Chemonics values the protection of your personal data. If you are in the European Union, please read our EU Recruiting Data Privacy Notice to learn how we process personal data. You may access the notice via the following link: https://chemonics.com/eu-recruiting-data-privacy-notice/