Chemonics International Inc. is looking for a qualified professional to fill the position AIM Assistant

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 values and a unified Ukraine by addressing the divisive impacts of the ongoing war, 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 (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, provides the 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 a physical office in Kyiv.

JOB SUMMARY:  The AIM Assistant will provide support to DG East Project regional office in the design, implementation, monitoring, and evaluation oversight of grants, subcontracts, and DDGS activities in accordance with Chemonics policy and USAID regulations. Under the direction and direct supervision of the regional Activity Implementation Manager, the AIM Assistant will be responsible for ensuring overall compliance, filing grant, DDGS, and subcontract materials, and providing administrative support during the preparation, development, implementation, and close-out phases of grants, subcontracts and DDGS activities. In coordination with the procurement team, assist the Activity Implementation Manager in DDGS activities management.  

REPORTING: This position reports to Activity Implementation Manager 

PRINCIPLE DUTIES & RESPONSIBILITIES:  

• Assist the Activity Implementation Manager in producing, reviewing, and managing the grants and subcontracts, applications, approvals, implementation, and close-out processes;

• Assist the Activity Implementation Manager in preparing, presenting, analyzing, and evaluating grant concepts, solicitations, applications, and grant agreement/award documents to ensure consistency with program priorities, goals, and objectives;

• Assist the Activity Implementation Manager in establishing relationships with partners, through networking and outreach;  

• Assist the Activity Implementation Manager in developing activities, including grants, that have a high likelihood of achieving impact and responding to the current social and political situation in Ukraine; 

• Assist in scheduling and organizing meetings with partners, grantees, and subcontractors; 

• Assist in the developing and finalizing of multiple activities, on an ongoing basis;

• Assist with the DG East activity database for tracking and detailing activities, and liaise with grants management, procurement, and finance staff, to ensure that grant implementation, compliance, and procurement requirements are adhered to; 

• Assist with evaluating activities’ progress, and coordinating with beneficiaries and other staff;

• Label and maintain complete electronic and hard copy files for each grant, subcontract, and direct distribution of goods and services (DDGS) activity; scan and upload documents on share point; 

• Maintain and routinely update the activity tracker. 

• Assist in the submission of procurement action requests (PARs) for DDGS and in-kind grant procurement to the procurement team and on a needed basis coordinate with the procurement team on in-kind grants and DDGS procurements. 

• Assist in the submission of payment requests to the finance team, making sure that documentation and disbursements are in line with USAID and Chemonics procedures, and that all supporting documents are attached to the payment requests.

• Assist the Activity Implementation Manager during the implementation phase of the grants and subcontracts, collecting reports and following up on questions from beneficiaries;

• Assist the Activity Implementation Manager during grants and subcontracts closeout;

• Perform other duties as requested.

SUPERVISORY RESPONSIBILITIES: No supervisory responsibilities.

DUTY STATION: This position is located in Kyiv. 

TRAVEL REQUIREMENTS: Ability to travel throughout Ukraine when requested is required.

QUALIFICATIONS:

• A university degree in business administration, communications, finance, or a related field  and 0-2 years of relevant experience relevant experience in program development and implementation, bookkeeping, procurement, or grants experience OR 

• At least two years of relevant experience in program development and implementation, bookkeeping, procurement, or grants experience.  

• Previous professional experience with international donor programs, particularly USAID is strongly preferred; 

• Demonstrated ability to work effectively within a team; 

• Excellent administrative, organizational, and multi-tasking skills; 

• Outstanding interpersonal and communication skills, with a proven ability to communicate effectively in a cross-cultural environment; 

• Proficiency in computer skills including a strong knowledge of Microsoft Excel, Word, and Office applications;

• Ability to communicate Ukrainian, and English both verbally and in written form.

Application Instructions:  

Interested and qualified candidates should follow the LINK and fill out the attached form.

Deadline for the AIM Assistant is  July 30, 2024.

Candidates must ensure that their 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.