Grants and Subcontracts Assistant (ТСА)

Chemonics International Inc.  

SCOPE OF WORK  

USAID Transformation Communications Activity  

Job Title: Grants and Subcontracts Assistant

Estimated Period of Performance/Level of Effort: Long-Term

Location: Ukraine, preference to candidates in Kyiv

Chemonics seeks a grants and subcontracts assistant for the ongoing USAID Transformation Communications Activity in Ukraine. The project aims to  partner with the Government of Ukraine (GOU), private sector, and civil society to increase the resilience of Ukraine’s democracy through innovative communications initiatives that engage Ukrainians in a conversation about the country’s democratic transformation and European integration. The objectives of the Activity are to equip USAID and its partners to conduct data-driven communications; increase the quality and quantity of strategic communications on reform dividends; and broaden the use of social impact content by Ukraine’s civic leaders and creative sector. The grants and subcontracts assistant will support the TCA office in managing grants, subcontracts, and procurements supporting the Communications Activity Fund. The assistant maintains systems and databases for project activities and documentation, ensuring accuracy and completeness. Under the direction of the grants and subcontracts manager, the assistant is responsible for supporting the overall compliance and tracking of grants and subcontracts, including administrative support during solicitation, selection, implementation, and closeout of grants and subcontracts. This position will be based in Kyiv, Ukraine, but the project is currently operating remotely. This position is limited to Ukrainian citizens. We are looking for energetic individuals who have a passion for making a difference in the lives of people around the world!

Responsibilities include:

• Assist grants and subcontracts specialists and manager on all aspects of the competition, evaluation, production, review, and management of grants and subcontracts. Assist during applications, approvals, implementation, and close-out processes per Chemonics Quality Management System, Grants Manual, and Subcontracts manual.
• Provide administrative support in preparation of RFA/RFP/RFQs and after final confirmation, post announcement packages on official websites.
• Organize and maintain electronic and hard grants, subcontracts, and procurement files and databases, labeling, and ensure that all files are timely and completely uploaded to SharePoint. 
• Assist in submission of payment requests to Finance team, making sure that documentation, and disbursements under the project are in line with USAID and Chemonics procedures, and all supporting documents are attached to the payment requests.
• As necessary, leads small procurement efforts. Ensures that disbursements are up-to-date and in-kind procurements are delivered to grantees.
• Provide support to the grants and subcontracts manager in managing grants and subcontracts during the implementation phase, collecting reports and following up questions from beneficiaries.
• Perform other duties as assigned.
• Translate documents into English and Ukrainian.
• Contribute to the preparation of periodic reports to client on progress towards project results.
• Other duties as assigned by the Grants and Subcontracts Manager or other TCA leadership.
• Manages solicitation and evaluation documentation and communications.
• Responsible for conducting pre-award risk assessments/due diligence and reference checks for various awardees.
• Ensures that proper documentation is prepared in a timely fashion. Assists with building strong partnership with awardees.
• Draft memorandum of negotiation, subcontracts, grant agreements, and other documents required for the subcontracting and grant-making lifecycles.

 Qualifications:

• Energy, positivity, and strong willingness to learn while making a positive impact, required!
• University degree, preferably in business administration, international relations, social sciences, communications, finance, or related field. 
• Demonstrated ability to work productively within a team. 
• Excellent administrative, organizational, and multi-tasking skills. 
• Outstanding attention to detail and analytical skills.
• Excellent interpersonal and communications skills, with demonstrated ability to communicate effectively in a cross-cultural environment. Strong computer skills including knowledge of Microsoft Excel, Word, and Office applications. 
• Ability to effectively communicate verbally and in written form in Ukrainian, Russian, and English. Outstanding written and spoken English skills are desired.
• Experience- Two years of relevant working experience in grants/subcontracts and/or procurement is preferred. Other experience working in an office is also applicable! Assistants will be trained in all aspects of grants/subcontracts/procurement. If you are energetic, analytical, hardworking, honest, and willing to learn, consider applying! Recent university graduates with strong English skills are also welcome to apply.
• Previous professional experience with international donor programs, particularly USAID preferred, but not required. 

Candidates that apply for this role may be considered by Chemonics for other positions on the Awards Team if determined to be an appropriate candidate for another staffing need by Chemonics. 

Application instructions:

To apply, please submit your application via the following link no later than October 17, 2023. https://app.smartsheet.com/b/form/6116f86e2e7d442f96cc45447742b1d6 

Please complete the required information and upload your cover letter and CV for consideration. No telephone inquiries, please. 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.

Chemonics values the protection of your personal data. If you are in the European Union, please read our EU Recruiting Data Privacy Notice to learn how we process personal data. You may access the notice via the following link: https://chemonics.com/eu-recruiting-data-privacy-notice/.