Chemonics International Inc. is looking for a qualified professionals to fill position of Administrative Assistant support Central 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 Assistant provides support with general office administration, human resource management, small-scale administrative procurement, and other daily needs of office operations under the direction of the Regional Director.

REPORTING: This position reports to the Regional Director.

PRINCIPLE DUTIES & RESPONSIBILITIES:

•   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 Regional Director.

•   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 Regional Director. 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 portfolios and offices.

•  Maintain the office property inventory tracker, as required

•   Perform other duties as assigned, including providing coverage to other DG East portfolios and offices.

SUPERVISORY RESPONSIBILITIES: No supervisory responsibilities.

DUTY STATION: Duties will be performed remotely from the territory of Ukraine. When the security situation permits, the position will be moved to another designated DG East location in Ukraine.

REQUIREMENTS: To be eligible, applicants should be citizens of Ukraine residing in Ukraine.

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 to [email protected] with Administrative Assistant support Central East Portfolio listed in the subject line by March 10, 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.