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 (Senior) Program Assistant ((S)PA) will provide support in the implementation of NDI’s Youth program activities, under the primary direction of the Youth Senior Program Officer and the overall direction of the Senior Program Director, and ultimately the Resident Country Director.

Based on the expertise and experience of the candidate selected, it is expected that,

• The PA provides general assistance to all program operations and serves as primary support to the team. The Program Assistant works closely with program officers, managers, administration team, and partners to ensure the smooth execution of program activities. This includes significant contributions to administrative, and communication tasks.
• The SPA contributes to the design and development of program activities while ensuring smooth operations and communication within the team, the administration team, and with external partners.

The position has no supervisory responsibilities, except for possible supervision of an intern.

Responsibilities

Administrative:

• Perform general administrative duties such as data entry, scheduling appointments, making travel arrangements, preparing correspondence, and maintaining records.
• Provide oral and written translation services for program activities and documentation as needed. Provide written and oral communication with participants of the conferences, training programs, meetings, workshops, and other event stages (invitation letters, follow-up messages, registration on the location, and others).
• Coordinate logistics for conferences, training programs, meetings, workshops, and other events, including travel arrangements, accommodation, and meals.
• Communicate with vendors, prepare necessary documents (agreements, invoices, etc.), and reconcile expenditures following organizational financial policies.
• Assist in preparing and conducting the conferences, training programs sessions, and meetings by preparing necessary documents  (security checklists, informed consent and risk, follow-up, and other forms).
• Assist with online and offline events (including but not limited to Zoom support, vendors and participants communication, necessary materials sharing, registering actions, and taking photos). 
• Maintain records of documents with vendors and partners in coordination with the administrative team.
• Contribute to drafting the agreements with vendors and partners.
• Assist in organizing and facilitating team meetings and events, including recording minutes/notes.
• Coordinate mail deliveries of program-related documents and develop draft budget projections.

Additionally, for a SPA level:

• Independently arrange logistics for NDI activities, including online and in-person conferences, workshops, study visits, and consultations for NDI’s civil society, media, and governmental partners.
• Prepare comprehensive meeting/activity notes, background information, and briefing papers as required.
• Assist with and provide backup for the day-to-day operations of the program, ensuring prompt and accurate internal communication and responding to routine inquiries.
• Maintain regular communication with program partners, participants, and vendors to cultivate strong relationships.
• Collaborate with NDI’s Administration and Finance team to prepare payments and reconcile program expenditures.

Programmatic:

• Assist in the planning, implementing, and coordinating of program activities with relevant stakeholders.
• Contribute to the design and development of program activities, including survey instruments, questionnaires, event agendas, and event materials.
• Support data management tasks for research projects, including managing data scripts and assisting in data analysis and visualization.
• Assist in monitoring and evaluating program activities, including gathering information for reports and updates.
• Maintain contact databases, electronic filing systems, and documentation related to program activities.
• Contribute to the preparation of program reports, newsletters, briefs, and other communication materials.
• Liaise with program partners and sub-grantees on reporting, planning, and financial matters.

Additionally, for a SPA level:

• Contribute to the analysis of the civic and information context in Ukraine, including monitoring national and international media and developing political newsletters and analysis papers.
• Contribute to quarterly and annual reports on program developments.

Required Skills and Experience

• Bachelor’s Degree in Political Science, Sociology, Public Administration, International Relations, or related fields, focus on gender would be a plus;
• At least two years of work experience in a related field (gender equality, human rights, civil society development, local governance etc.) required;
• Demonstrated interest in Ukraine’s reform, political processes, advancement of gender equality, women’s political participation, and human rights;
• Strong organizational skills with attention to detail;
• Excellent command of Ukrainian is required; working proficiency in English is required;
• Excellent written and oral communication skills;
• Ability to work in an organized manner, meet deadlines, and work well in a team;
• Excellent computer skills (Microsoft Office Programs, Google Suite, Google Meet, Zoom and other online platforms).

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 September 08, 2024. Only selected candidates will be invited for a written test and a subsequent interview.

Interested applicants should submit CVs and motivation letters by filling in the online application form: https://forms.gle/9WjGR9KXK7mbUHJCA.

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.