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IFES is a non-profit, non-partisan international organization. As the global leader in democracy promotion, IFES advances good governance and democratic rights by providing technical assistance to election officials; empowering the underrepresented to participate in the political process; and applying field-based research to improve the electoral cycle. Since 1987, IFES has worked in over 145 countries, from developing democracies to mature democracies.
Since 1994, IFES has played a significant role in promoting electoral, administrative, and legal reform in Ukraine. In cooperation with partners in Ukrainian civil society and the Central Election Commission (CEC), IFES is working to foster dialogue on electoral reform, build the capacity of local NGOs, institutionalize best practices in training election officials and ensure more equal representation in the electoral process for disadvantaged populations, especially women, representatives of national minorities and persons with disabilities.
IFES Ukraine is seeking qualified applicants for the position of Subaward Officer
The Grants Officer will be responsible for implementing and monitoring the entire grant administration cycle process, from pre-planning to solicitation/application to grant award and closeout, under the supervision of the IFES Ukraine Head of Operations.
MAIN DUTIES AND RESPONSIBILITIES:
- Manage the lifecycle of sub-awards, from pre-award through closeout, ensuring compliance with both organizational policies and donors regulations;
- Oversee the negotiation, execution, and monitoring of sub-awards and subcontracts;
- Conduct risk assessments for potential sub-recipients and ensure appropriate risk management strategies are in place;
- Ensure all sub-awards comply with donors and local regulations, as well as organizational policies and procedures;
- Monitor sub-recipient performance and financial reporting to ensure adherence to the terms and conditions of the sub-award;
- Support the audits and reviews of subrecipients’ financial and programmatic performance as necessary;
- Review subaward budgets, expenditures, and financial reports;
- Ensure accurate and timely financial reconciliation and resolution of any discrepancies;
- Track and report on subaward expenditures to ensure alignment with project goals and funding requirements;
- Prepare the procurement of subawards from the process of launching calls, to collecting bids, ensuring all documentation is in order, reviewing budget proposals, seeking clarifications from prospective bidders etc.
- Draft subaward agreements, modifications, memos, letters to donors;
- Maintain comprehensive and organized records of all subawards, including agreements, amendments, and correspondence;
- Ensure documentation is complete and readily available for audits and internal reviews;
- Provide guidance and support to subrecipients regarding compliance, reporting requirements, and good practices;
- Offer training and resources to sub-recipients to enhance their understanding of compliance and reporting expectations;
- Serve as the primary point of contact for sub-recipients, addressing requests and resolving issues related to sub-awards;
- Contribute to the development and updating of subaward guidelines and procedures;
- Implement good practices and process improvements to enhance the efficiency and effectiveness of subaward management;
- Support the preparation of reports on subaward performance, compliance, and financial status to senior management and HQ, upon request;
- Identify and address issues or concerns related to sub-awards in a timely and effective manner;
- Support the development and implementation of corrective actions and solutions to resolve compliance or performance issues;
- Stay current with changes in regulations, policies, and best practices related to sub-awards;
- Conduct grants management seminar for grantees and explain IFES and donor policies and procedures with regard to expending grant funds and preparation of reports;
- Provide support to strengthen the grantee’s administrative and operational capacity;
- Other position-related duties as assigned.
SKILLS and SPECIFICATIONS
- Strong analytical skills and ability to manage multiple initiatives within prescribed timelines;
- Ability to work and complete tasks with limited supervision;
- Value operating in a collaborative and cooperative environment;
- Excellent communication, presentation, and briefing skills;
- Ability to show initiative, good judgment, and resourcefulness;
- Conduct himself/herself with integrity and function ethically.
- Value operating in a collaborative and cooperative environment;
- Willingness to adhere to all principles of confidentiality;
EDUCATION and QUALIFICATIONS
- Bachelor’s Degree in a relevant field (Business administration, Marketing, Economy, etc.);
- Minimum of four years of relevant work experience with a Bachelor’s degree or minimum of three years of relevant work experience with a Master’s degree;
- Demonstrated professional experience in grant management or procurement in Ukraine;
- Proven experience in implementing donor-funded technical assistance projects is an advantage;
- Training/facilitation skill is an advantage;
- Proficiency in MS Office suite.
LANGUAGE SKILLS: Fluency in English and Ukrainian languages is required.
TRAVEL: Travel may be required.
This position is based in Kyiv, and the incumbent will be expected to work on-site.
Interested candidates are invited to submit their CV and a Letter of Interest in English, with “Subaward Officer” in the subject line, to [email protected]. We will review candidates on a rolling basis.
All qualified applicants/employees will receive consideration for employment/promotions and will not be discriminated against on the basis of disability, sex, sexual orientation, gender identity, age, race, color, religion, national origin, veteran status, or any other legally protected characteristic. IFES encourages people with disabilities and from other diverse backgrounds to apply.
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