Chemonics International Inc. is looking for a qualified professional to fill the position Operations Assistant, 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 Assistant provides full support with general office administration, support of travel and event management, small-scale administrative procurement, office and residential leases management, payments, fleet management support and other related tasks, as assigned by the Operations Director or their designee. The Assistant coordinates provision of a full-scale logistics support to all project-related activities and travel of local and international staff. The Assistant is responsible for organization of efficient and compliant filing system, maintaining of vehicles booking log, communications log, and inventory tracker. The Assistant supports Operations Director and Operations Specialist with all operations-related tasks of Kyiv office and across DG East project’s portfolios.

REPORTING: This position reports to the Operations Director.

PRINCIPLE DUTIES & RESPONSIBILITIES:

• Supports 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.

• Assists Operations Director with timely and accurate registration of DG East project recipients.

• Ensures maintenance of DG East operations filing system (electronic and paper).

• Provides information to the staff on travel including travel routes and hotel arrangement. Processes travel authorization in line with travel entitlements to/from and within Ukraine for staff and short-term consultants, ensuring that the travel arrangements follow the USAID rules and Chemonics tools and regulations.

• Arranges pick-up of expatriate staff and provides support to expedite customs and immigration/registration procedures, as necessary.

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

• Provides 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; acts as an interpreter when needed and takes meeting notes.

• Coordinates a 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.

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

• Assists with maintaining DG East office and residential leases in compliance with USAID rules and regulations and Chemonics’ tools and policies, ensures timely and accurate payments (incl. for utilities); coordinates repair and maintenance works with landlords.

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

• Acts as a custodian of office stationery, household supplies including maintenance of stock, distribution as required by staff and keeping a log of distribution.

• Assists in proper maintenance of DG East inventory tracker and Inventory Management App.

• Assists Operations Director with occasional review of expenses, bank deposits, issuing payments to vendors, as well as ensuring proper stewardship and accounting of funds for in- kind and cash grants, other program activities, and program operations.

• Ensures IT and office equipment and furniture operates efficiently and the office internal and external infrastructure remains functional; coordinates repair or replacement, as necessary.

• Performs other duties as assigned by the Operations Director or their designee.

SUPERVISORY RESPONSIBILITIES: No supervisory responsibilities.

DUTY STATION: This position is based in Kyiv.

TRAVEL REQUIREMENTS: Ability to travel throughout Ukraine is required occasionally and only when safety situation permits.

QUALIFICATIONS:

• University degree in business administration, finance, or related field required.

• At least two (2) years of relevant office administration, procurement, bookkeeping, financial management, and/or accounting experience, with preference for USAID-funded administrative experience.

• Demonstrated knowledge of all aspects of office administration and knowledge of general best practices in Ukraine.

• Ability to work independently with minimal supervision, to prioritize multiple assignments in an extremely fast-paced environment, to meet deadlines, and to exercise good judgment.

• Ability to effectively use computer software including Microsoft Office applications, Adobe Acrobat Pro, Microsoft Teams and others. Demonstrated high proficiency with Excel spreadsheet applications is also a requirement.

• Excellent administrative, organizational and multi-tasking skills.

• Excellent interpersonal and communications skills, with demonstrated diplomacy and the ability to communicate effectively in a cross-cultural environment.

• Proficiency in written and spoken English and Ukrainian required.

Application Instructions: 

Interested and qualified candidates should send their CV to [email protected] with Operations Assistant, Kyiv listed in the subject line by December 3, 2023.

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.