Program Assistant to Ukraine Rapid Response Fund / Програмний/а асистент/ка
Who We Are
At IREX we strive for a more just, prosperous, and inclusive world—where individuals reach their full potential, governments serve their people and communities thrive.
But around the globe, persistent poverty, repression, and injustice prevent too many people form achieving their full potential. To address these problems, we focus on people, not on vaccines, roads, or wells. We support individuals and institutions to create change in their own communities—and to create person to person bridges between nations.
IREX works with partners in more than 100 countries in four areas essential to progress: cultivating leaders, empowering youth, strengthening institutions, and increasing access to quality education and information.
The goal of the CSO-funded Ukraine Rapid Response Fund (URRF) is to address immediate needs and enhance the resilience of Ukraine’s government, civil society, and civilian population amidst Russian invasion and potential occupation and in support of Ukraine’s national system of resilience. IREX will improve communication, coordination, and collaboration among key actors and stakeholders; strengthen their effectiveness, inclusion, and accountability; and provide direct with the goal of helping civilians and improving resilience. Using a conflict-sensitive and adaptive management approach, and a holistic approach to security, IREX will monitor, respond to, and anticipate the evolving needs of Ukrainians in this rapidly changing environment.
IREX is seeking a qualified professional to fill the position of Program Assistant for its Ukraine Rapid Response Fund (URRF). 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 unforeseen shocks affecting civilians and other stakeholders in the Ukraine conflict. Due to the volatile program environment, specific duties and responsibilities may change rapidly, requiring a high degree of flexibility by the Program Assistant. This is a full-time position.
Are you the next member of our team?
Your Background & Skills
Experience
- Bachelor’s Degree in social science, international affairs, or a similar discipline
- 1+ years of relevant experience as a program/project/personal assistant preferably in the NGO or INGO sector and on technical assistance projects
Skills
- Good knowledge of English and Ukrainian
- Strong intercultural and communications skills
- Skilled at handling multiple tasks and able to maintain a calm, friendly demeanor under stressful situations
- Excellent writing skills
- Strong systematization skills
- Ability to learn quickly and develop proactive thinking
- Attention to the details
- Strong interpersonal and organizational skills
- Advanced knowledge of MS Office applications
- Ability to be flexible and respond to a rapidly changing program environment
- Ukrainian citizenship or official work permit is required
Your Daily Tasks
- Provide general support to program staff (Senior Program Manager and Program Officers), including photocopying, filing, note-taking and other relevant tasks.
- Organize postal deliveries and distribute program-related materials.
- Create meeting notes, summaries, and other written communication materials.
- Provide logistical support for staff, program participants, and events.
- Organize online and offline presentations, discussions, and meetings with international experts and stakeholders.
- Draft program-related documents, such as reports, success stories, plans, presentations, contracts, and grant agreements.
- Translate program-related documents between English and Ukrainian as needed.
- Systematize and organize data and information using SharePoint and other online systems.
- Communicate with subgrantees, suppliers, and subcontractors (written and verbal).
- Collect feedback and impact stories from partners, stakeholders, and beneficiaries in various formats (written, verbal, visual).
- Coordinate the production and distribution of program communication materials, both printed and digital.
- Oversee subgrantee projects by reviewing financial documents, providing feedback, and ensuring compliance.
- Process invoices, review financial documents, and support procurement and due diligence processes for subgrantees.
- Coordinate the delivery of supplies and equipment to civilian shelters, warehouses, or government institutions, ensuring proper branding and conducting monitoring visits.
- Conduct monitoring visits and provide on-the-ground support within Ukraine.
- Support monitoring and evaluation activities, including data collection and reporting.
- Analyze and provide feedback on various documents, such as concept notes, budgets, reports, and visual materials.
- Ensure contract compliance for program vendors, consultants, and subcontractors.
- Provide web-based research support for projects and publications.
- Support program-related social media accounts and websites, including drafting posts and suggesting content (optional depending on availability).
- Perform additional duties as assigned.
We conduct background checks on all successful candidates.
This position is based in Kyiv, Ukraine allowing flexibility for telework 2 days a week. The eligible employee is a regular, full-time Ukraine based staff who works from a worksite outside the Ukraine office for one or more days a week.
This position is not eligible for Immigration Sponsorship.
NO PHONE CALLS PLEASE
EOE – Equal Opportunity Employer
To Apply: Interested candidates are asked to send CVs and Cover letters to [email protected] as soon as possible, indicating position title in the subject line. Interviews will be conducted on a rolling basis. Position is open until filled.
Application Deadline: The Position is open until filled. Applications will be reviewed on a rolling basis. Only applicants selected for interviews will be contacted.
