Events and Logistics Assistant / Асистент/ка з логістики та організації заходів

Chemonics International Inc.

Vacancy

Events and Logistics Assistant

Background 

The USAID/Ukraine Harvest Activity enables supported male and female grain and oilseed farmers, including marginalized and underserved groups, to return production and income for target commodities to at least pre-war levels while improving production efficiency and profitability and position farmers to market their crops more successfully and profitably in the wartime context.

Position Description: 

The Events and Logistics Assistant will be responsible for assistants wide range of event management, travel logistics, and overarching administrative responsibilities for the USAID Harvest Activity. The Events and Logistics Assistant works directly with all project staff members and external stakeholders as required and is responsible for coordinating events and logistics operational needs in an efficient and professional manner.

Responsibilities:

The Events and Logistics Assistant is responsible for supporting events, logistics, and administrative tasks, with the following key duties:

• Travel Arrangements: Organize travel and hotel reservations, purchase tickets, prepare travel authorizations, and process requests for visas, identity cards, and other necessary documents.
• Event Coordination: Assist in planning and managing conferences, workshops, trainings, and other events in collaboration with the senior management team.
• Orientation Logistics: Handle orientation logistics, including preparing agendas, materials, meeting room reservations, and catering arrangements.
• Technical Support: Support technical team members with organizing meetings, travel, and events.
• Materials Preparation: Prepare and coordinate logistical support materials for project events.
• Vendor Coordination: Collect information and review travel agency services and other administrative service providers.
• Vehicle Management: Arrange vehicle transportation, monitor vehicle maintenance and insurance, and maintain vehicle logs and history reports.
• Procurement Oversight: Manage procurement processes for transportation, logistics, and conference services, ensuring compliance with project standards.
• Taxi Service Coordination: Oversee taxi and passenger carrier services, add employees to taxi databases, and reconcile reports for service use.
• Data Analysis and Reporting: Research and compile statistical data, prepare reports, and create charts or tables as needed.
• Task Management: Track deadlines, commitments, and follow up on reports, ensuring timely submission to supervisors.
• Budget Support: Assist in budget preparation and provide necessary information for audits.
• Regulatory Monitoring: Monitor changes in travel rules and USAID regulations, and update staff accordingly.
• Record Maintenance: Maintain files and records related to travel, events, and logistics.
• Other Duties: Perform additional tasks as assigned by the Chief of Party, Finance and Administration Director, or their designees, aligned with qualifications and project needs.

Qualifications 

• Minimum 1 years of administrative experience, preferably with USAID- or other donor-funded projects in a similar position in terms of the job tasks and responsibilities outlined above;
• Secondary special education or incomplete higher education in accounting, finance, economics or other relevant sphere; High school diploma with additional 2 years of relevant work experience will be acceptable. Bachelor or equivalent degree in accounting, finance, economics or law would be a benefit;
• Proven ability to work professionally, constructively and collaboratively as part of a team, meet deadlines, communicate effectively, and deal with diverse partners in a challenging environment;
• Detail oriented; Strong organizational, multi-tasking, administrative, inter-personal and customer service skills;
• Ability to work both independently and in a team, to manage and coordinate the work of others in an effective and efficient manner;
• Versatility, integrity, and positive attitude;
• Native speaker of Ukrainian, English sufficient for professional purposes;
• Experienced user of MS Office 365 applications. Advanced skills in using Excel;
• Demonstrated success working in a multinational, multilingual team, working under pressure and tight deadlines. Previous international donor experience preferred.

Job Location

This position is based in Kyiv, Ukraine.

Salary   

Negotiable based on experience and qualifications   

Compensation & Other Benefits   

Per company policy, Chemonics offers a comprehensive and competitive benefits package in line with local labor requirements at a minimum.    

Read Before Applying   

Please submit your CV through this form.  Applications will be reviewed on a rolling basis, so please apply as soon as possible.  

Chemonics is an equal opportunity/Affirmative Action employer and does not discriminate in its selection and employment practices. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, or protected veteran status, genetic information, age, membership in an employee organization, or other non-merit factors.