Background

The National Democratic Institute (NDI) is a non-profit, non-governmental organization that works to strengthen democratic institutions around the world by engaging civil society and promoting openness and accountability in government. NDI has been supporting local democratization efforts in Ukraine since 1992. For more information about NDI, please visit: www.ndi.org 

General overview of the position

The National Democratic Institute in Ukraine (NDI Ukraine) seeks a Subgrants Assistant to assist with subaward management of a dedicated portfolio of NDI-supported subgrantees. This would include day-to-day assistance with subawards at the field level, financial monitoring, review of subaward submission proposals. The Subgrants Assistant will be supervised by a M&E / Subgrants Officer.This position is based in Kyiv, Ukraine. 

Primary Responsibilities

• Subaward Management. Provide support to a M&E / Subgrants Officer with subaward preparation, issuance, monitoring, and providing day-to-day assistance to field program teams and subaward recipients as needed;
• Financial Oversight. Aid in managing the financial aspects of subgrants, including budgeting, disbursement, and financial reporting in coordination with NDI HQ;
• Compliance and Record-Keeping. Assist in ensuring that subgrant activities comply with institutional and donor policies and help in maintaining accurate records;
• Tracker Management. Assist with maintaining the field office Subgrants Status Tracker, including tracking reports, wire transfers, and subaward updates;
• Administrative Support. Handle administrative tasks such as preparing vouchers, translating documents, and assisting with sending and receiving documents via post, etc.

Required Skills and Experience

• Education.Bachelor’s degree in project management, political science, business administration, finances, accounting, international development, international relations, or related fields. Candidates who are in the final years of their undergraduate studies and demonstrate exceptional motivation and some work experience will also be considered;
• Additional certifications. Additional vocational education in civil law, accounting, project management, or data analysis would be considered an asset;
• Work experience.1-2 years of experience in administrative roles, preferably in donor-funded projects or NGOs. Exposure to subaward management or project support is strongly desired but not strictly required. Candidates with less experience but strong organizational and administrative skills will be considered;
• Language Proficiency. Excellent writing in English and Ukrainian. Fluency in both languages is required;
• Technical Skills. Proficiency in Excel / Google Sheets, PowerPoint / Google Slides is required. Experience in managing databases is desired and would be a strong advantage;
• Administrative Skills. Experience in handling administrative tasks such as document preparation, filing, and correspondence management;
• Communication Skills. Good interpersonal skills for liaising with various stakeholders, including team members, subgrantees, and donors are required;
• Problem-Solving Skills and Attention to Detail. Excellent judgment and problem-solving skills, coupled with meticulous attention to detail are required. 

Remuneration Package

NDI Ukraine’s salaries are subject to applicable employment taxes established by the government legislation. Gross salary reflects a 40-hour per week work schedule. Healthcare insurance coverage is available from the first day of employment. The full benefits of local staff members of the NDI-Ukraine office after the probation period include 20 days of paid vacation leave per year, paid sick leaves, and officially observed Ukrainian holidays.

Deadline: The deadline for the submission of the required documents is by close of business on March 3, 2024. Only selected candidates will be invited for a written test and a subsequent interview.

Interested applicants should submit CVs and motivation letters in English by email to the following email address: [email protected]. Please indicate the position (Subgrants Assistant) you are applying for in the subject line of the email.

The NDI Ukraine is committed to diversity and inclusion within its workforce and encourages qualified female and male candidates from all national, religious, ethnic, and social backgrounds to apply to become a part of the organization.

The NDI Ukraine is committed to fostering a diverse and inclusive workplace, and encourages all applicants, regardless of their abilities, to apply to become a part of the organization.

NDI Ukraine has the authority to re-promote the vacancy, terminate the recruitment process, provide an appointment at a lower grade, or offer an appointment with a revised job description or for a different duration.