Chemonics International Inc. is looking for a qualified professional to fill the position Operations Specialist, Kyiv

ESTIMATED PERIOD OF PERFORMANCE: 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.

JOB SUMMARY: The Operations Specialist is responsible for ensuring full-scale operational and administrative support to all DG East project activities and offices. The Operations Specialist assists to the Operations Director with all activities related to project registration, including registration of recipients, project host government reporting, and registration of project expatriate staff and family members. The Specialist ensures coordination of logistics support to all project-related activities and local and international staff travel. The Operations Specialist is responsible for project fleet management, coordination of the event management, provision of communications support to staff with postage, mobile services, documents exchange. The Specialist ensures use and application of USAID rules and regulations and Chemonics policies and procedures throughout DG East project, including records management and filing.

REPORTING: This position reports to the Operations Director.

PRINCIPLE DUTIES & RESPONSIBILITIES:

• Supports Operations Director with all operations management activities, including project registration, reporting, project mobilization and de-mobilization activities in full compliance with USAID rules and regulations and Chemonics’ practices and policies.

• Ensures timely and accurate DG East project recipients’ registration.

• Maintains the DG East Operations filing system (electronic and paper).

• Provides information to the staff on travel including travel routes and hotel arrangements. Processes travel authorization in line with travel entitlements to/from and within Ukraine for staff, consultants, visitors ensuring that the travel arrangements follow the USAID rules and Chemonics tools and regulations of most direct route and competitive price.

• Ensures timely processing of travel reimbursement, monitoring submission of reports and payment.

• Oversees administrative support to conferences, workshops, trainings and other project-related engagements.

• Ensures efficient communication with DG East office visitors and staff to arrange appointments and meetings.

• Manages the flow of electronic and paper mail effectively prioritized and organized including follow up on deadlines, actions and commitments covering a wide range of areas; maintains DG East Signature Tracker; coordinates payments to postage and courier service providers.

• Manages mobile communication services provision to staff, liaises with service providers on activation/deactivation of active users, reviews invoices, prepare and submits regular payment packages for processing.

• Maintains DG East office and residential leases in compliance with USAID rules and regulations and Chemonics’ rules and policies, liaises with landlords.

• Coordinates purchase of translation services from the selected services providers to support project-related activities.

• Manages petty cash account.

• Manages project fleet, ensuring that vehicles are used in accordance with USAID rules and regulations and Chemonics’ rules and policies and that vehicle usage data is correctly recorded.

• Maintains DG East inventory tracker and Inventory Management App.

• Supports the Procurement Manager with procurement procedures, including preparation and administration of solicitations, identification of vendors, collection of price quotes for all files originating in Kyiv office (or other activities as requested by the supervisor) in accordance with Chemonics procurement policies and USAID FAR and AIDAR regulations.

• Supports content development for training for the operations/projects staff on administrative procedures.

• Performs other duties as assigned by the Operations Director.

SUPERVISORY RESPONSIBILITIES: Supervises Operations Assistant, as assigned.

DUTY STATION: This position is based in Kyiv.

TRAVEL REQUIREMENTS: Ability to travel throughout Ukraine is required.

QUALIFICATIONS:

• Bachelor’s degree in related field; master’s degree preferred.

• Minimum 3 years of experience in project operational management and/or project support; experience managing USAID-funded projects preferred.

• Knowledge of USAID policies, rules and regulations preferred.

• Experience and knowledge of the Ukrainian context, including local laws and reporting requirements.

• Ability to solve operational problems and evaluate options based on relevant information, resources, well-rounded experience, and knowledge.

• Demonstrated ability to communicate clearly and concisely both orally and in writing, and lead presentations, training courses, and effective meetings.

• Ability to build consensus and coordinate with diverse actors, including government, NGOs and civil society organizations, and the private sector.

• Ability to multitask and work in a multi-language and multi-cultural environment.

• Fluency in written and spoken Ukrainian and English required.

APPLICATION INSTRUCTIONS:

Interested and qualified candidates should send their CV to [email protected] with Operations Specialist, Kyiv listed in the subject line by October 22, 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.