Grants and Subcontracts Assistаnt

Chemonics International Inc. is looking for a qualified professional to fill the position of Grants and Subcontracts Assistant (2).

 ESTIMATED PERIOD OF PERFORMANCE/LEVEL OF EFFORT: 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 values and a unified Ukraine by addressing the divisive impacts 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, (2) increase participation to improve Ukraine’s governance and reform processes and help 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. and (3) strengthen local economic recovery of relocated, newly liberated, and frontline communities in the Government of Ukraine-controlled eastern and southern Ukraine. DG East activities are implemented across four regional portfolios and an office in Kyiv.

JOB SUMMARY:  The Grants and Subcontracts Assistant supports the DG East project grants, subcontracts, and direct delivery of goods and services (DDGS) activities. The Assistant is responsible for maintaining systems and databases to ensure the accuracy of project activity documentation. Reporting to the Grants and Subcontracts Manager, the Assistant aids in ensuring compliance and tracking materials related to grants and subcontracts. They provide administrative support throughout the solicitation, selection, implementation, and close-out phases of grants and subcontracts. Additionally, the Assistant coordinates with regional offices on grants, subcontracts, and DDGS activities, while maintaining organized filing and tracking systems.

REPORTING: This position reports to the Grants and Subcontracts Manager.

PRINCIPLE DUTIES & RESPONSIBILITIES: 

• Assist Grants and Subcontracts Manager in producing, reviewing, and managing grants and subcontracts throughout the application, approval, implementation, and close-out processes.
• Provide administrative support in preparing Requests for Applications (RFAs), Requests for Proposals (RFPs), and Request for Quotations (RFQs). After final approval ensure the announcements are posted on official websites.
• Monitor announced RFA/RFP/RFQs, collect applications proposals and bids, and maintain organized files.
• Assists in scheduling organizing and taking notes in pre-proposal conferences and merit review committees.
• Prepare necessary documents and packages for the merit review committee offering information and support to merit review committee required.
• Assist the Grants and Subcontracts Manager in preparing grant agreements and subcontracts, collecting supporting documents for approval and signing, and ensuring proper filing.
• Organize and maintain electronic and physical files for grants, subcontracts, and DDGS, ensuring accurate labeling and timely uploads to SharePoint.
• Maintain and regularly update databases and trackers, including grants, subcontracts, DDGS trackers, and RFA/RFP/RFQ trackers, as needed.
• Coordinate with regional offices to ensure the accuracy, completeness, and timely sharing of information.
• Under the supervision of the Grants and Subcontracts Manager, submit Procurement Action Requests (PARs) for in-kind grant procurement and collaborate with the procurement team on activities such as RFQ announcements, bidding, evaluations, and selection processes.
• Maintain an inventory tracking system for items procured under grants, coordinate with regional offices on grants inventory, and manage inventory disposition plans and schedules.
• Assist in submitting grant and subcontract payment requests to the Finance team, ensuring all documentation and disbursements comply with USAID and Chemonics procedures, and attach all required supporting documents.
• Support the Grants and Subcontracts Manager in managing grants and subcontracts during the implementation phase, collecting reports, and addressing questions from beneficiaries.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES: No supervisory responsibilities.

DUTY STATION:  This position is located in Kyiv, Ukraine.

REQUIREMENTS: To be eligible, applicants should be citizens of Ukraine residing in Ukraine.

QUALIFICATIONS:

• University degree, preferably in business administration, finance, or related field.
• Minimum of one year of relevant work experience in grants, subcontracts, and/or procurement.
• Previous professional experience with international donor programs, particularly USAID strongly is highly desirable.
• Proven ability to work effectively as part of a team.
• Strong administrative, organizational, and multi-tasking skills.
• Excellent communication skills and interpersonal skills, with a demonstrated ability to communicate to work effectively in a cross-cultural environment.
• Strong computer skills including proficiency in Microsoft Excel, Word, and Office applications.
• Proficient in verbal and written communication in Ukrainian and English

Application Instructions:  

Interested and qualified candidates should follow the LINK and fill out the attached form.

The deadline for the Grants and Subcontracts Assistant  is  December 30, 2024.

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.  

Preference will be given to veterans or their families.

Veterans and Their Families Encouraged to Apply: We value the unique skills and experiences that veterans bring to our team. We strongly encourage applications from veterans and their family members. Our organization is committed to creating a diverse and inclusive workplace that honors the contributions of military service.