Program Assistant

Who We Are
IREX is a global development and education organization. We strive for a more just, prosperous, and inclusive world—where individuals reach their full potential, governments serve their people, and communities thrive. We focus on four essential areas to progress: cultivating leaders, empowering youth, strengthening institutions, and increasing access to quality education and information.

The goal of the U.S. Department of State-funded Ukraine Rapid Response Fund (URRF) is to address immediate needs and strengthen the resilience of Ukraine's government, civil society, and civilian population amidst the Russian invasion, in support of Ukraine's national resilience system. IREX works with stakeholders to support local actors and, in some cases, provide direct assistance to develop sustainable solutions. The program offers rapid and flexible mechanisms that help civilians and key civil society groups mitigate the worst impacts of combat operations. In addition, improved planning and coordination within the government, between government and civil society, and among these actors and external partners enable a more effective overall response.

Under the supervision of Senior Program Manager, the Program Assistant will support program staff to work with stakeholders, support local actors, and in some cases provide direct assistance to address critical needs and respond to the challenges of war in Ukraine. Due to the volatile program environment, specific duties and responsibilities may change rapidly, requiring a high degree of flexibility by the Program Assistant.

Performs additional duties and tasks to meet the needs of the organization, team, or as assigned by manager.

Are you the next member of our team?

Experience
Your Background & Skills:

• Bachelor's degree in social science, international affairs, or similar discipline.
• Minimum of 1+ years of relevant experience, preferably in the NGO sector or international development projects.

Skills

• Skilled at handling multiple tasks and able to maintain a calm, friendly demeanor in stressful situations.
• Excellent writing skills.
• Strong interpersonal and organizational skills.
• Advanced knowledge of MS Office applications.
• Ability to be flexible and respond to a rapidly changing program environment.
• Strong systematization skills and high attention to detail.
• Ability to learn quickly.
• Strong intercultural and communications skills.
• Very good command of English Language and Ukrainian language is required.
• Must demonstrate valid proof of unrestricted work authorization in Ukraine

Your Daily Tasks

• Support project activities focused on providing rapid development aid to Ukraine;
• Coordinate program workflows and documentation (including, but not limited to, drafting official letters and memorandums, as well as ensuring that all program correspondence is properly maintained and organized both electronically and in hard copy at the office);
• Assist in subgrant management (including, but not limited to maintaining subawards in IREX's internal subaward management systems; maintaining communication with grantees to ensure timely reporting and adherence to branding and marking requirements; collecting all relevant documentation from subgrantees; managing the collection of subaward applications and responding to inquiries during grant competitions, among other related tasks);
• Coordinate and organize trainings and events (both in person and online);
• Coordinate and organize the distribution of supplies and equipment to warehouses and government institutions, including conducting monitoring visits and ensuring branding of supplies and equipment according to relevant policies and requests;
• Provide logistics/arrangements support for staff and program participants;
• Draft or contribute to written documents such as social media posts, reports, requests for approval, memos, summaries, analytical papers, presentations, grant agreements, contracts, and other related materials;
• Ensure effective communication between IREX and its partners, stakeholders, and beneficiaries;
• Collect feedback regarding Program activities;
• Provide verbal and written translation (English and Ukrainian);
• Systematize and organize data and information on SharePoint;
• Assist program staff as needed and provide general support to staff including photocopying, filing, note-taking, and other relevant duties;
• Process and issue invoices, review financial documents, and other contractor's requests;
• Support the due diligence process for the subgrantees (including, but not limited to, collecting and verifying relevant documents, handling checks in IREX's internal systems, etc.);
• Assist with preparation of procurement documentation;
• Coordinate the creation and distribution of Program-related printed and digital materials;
• Organize postal deliveries.
• Other duties as assigned.

We conduct background checks on all successful candidates.
This position is based on-site in Kyiv, with partial eligibility for remote work.
This position is not eligible for Immigration Sponsorship.
NO PHONE CALLS PLEASE

EOE – Equal Opportunity Employer
We are an Equal Opportunity Employer, including disability/vets.