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 Officer to lead subaward management of a dedicated portfolio of NDI-supported subgrantees. This would include day-to-day management of subawards at the field level, financial monitoring, guidance and review of subaward submission proposals, as well as targeted capacity-building for partners. The Subgrants Officer will be supervised by theM&E / Subgrants Manager.This position is based in Kyiv, Ukraine. 

Primary Responsibilities

• • Subaward Management. In concert with M&E/Subgrants Manager, Subgrants Officer will be involved in overseeing the process of subaward preparation, issuance, monitoring and day-to-day support of both field program teams and respective subaward recipients;

• • Financial Oversight. Subgrants Officer will be responsible for managing financial aspects of subgrants, including budgeting, disbursement, and financial reporting at the field level and in close collaboration with NDI HQ;

• • Compliance and Record-Keeping. In close cooperation with M&E / Subgrants Manager, Subgrants Officer will be ensuring that subgrant activities comply with institutional and donor policies, and maintaining accurate records;

• • Communication Coordination.Subgrants Officerwill act as a primary focal point for both field program teams and their respective subgrantees on everything related to subaward management, ensuring clear and consistent communication. This will also include communication with NDI HQ on a regular communication (when required);

• • Tracker Management. Subgrants Officer will be responsible for maintaining his/her/their portion of the field office Subgrants Status Tracker. This will include keeping track of reports, wire transfers, upcoming subawards / modifications to the existing ones, etc.;

• • Capacity building and Knowledge Management. In collaboration with M&E/Subgrants Capacity Development Officer, Subgrants Officer will contribute to development of guides, FAQs, instructions, and protocols on subgrant and small grant management. This will also include organization of reporting and compliance-focused orientation sessions for subgrantees that recently received awards from NDI.

Required Skills and Experience

• • Education.A bachelor’s degree in relevant fields such as project management, political science, business administration, finances, accounting, international development, international relations, or related fields. Master’s degree in any of the abovementioned fields would be an advantage;

• • Additional certifications. Additional vocational education in civil law, accounting, project management, or data analysis would be considered an asset;

• • Work experience.3-4 years of general experience working on donor-funded projects, with at least 2 years specifically in the subaward management. Previous experience of working in or managing a local NGO would be an asset. Experience of working on USAID- / FCDO- / Sida- / GAC-funded projects would be a strong advantage;

• • 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;

• • Data Visualization Skills. Understanding of BI platforms and systems (e.g., Tableau, Microsoft Power BI, Google Data Studio) would be an advantage;

• • Organizational and Communication Skills. Excellent organizational and communication skills with the ability to work independently in a vibrant, fast-paced, detail-oriented environment. Strong interpersonal skills for collaboration and teamwork, and organizational skills for managing multiple tasks and meeting deadlines would be an advantage;

• • Problem-Solving Skills and Attention to Detail. Excellent judgment, problem-solving, and attention to detail is 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 February 2, 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 Officer) 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.