Program Assistant

For more than 50 years, IREX has delivered results in complex environments. We solve problems through partnership, bridge divides where interests conflict, and develop leaders committed to impact. The youth we empower build stronger economies. The educators we support improve learning for countless students. The critical thinking skills we advance help people make informed decisions about their futures. We approach our work through three horizon goals: leaders bridge divides; learners succeed in the world of work; and people thrive in a technology, AI, and data-driven world. 

IREX is seeking a qualified professional to fill the position of Program Assistant for its Ukraine Veterans Reintegration and Rehabilitation Program (UVRR). Program Assistant will work under the supervision of the Capacity Building Manager, in close cooperation with the UVRR program team, and will support day-to-day activities of the program. The duties will include a variety of programmatic and administrative tasks; communication with stakeholders, experts; supporting subgrantees and local actors.

Program Assistant will also perform additional duties and tasks to meet the needs of the organization, team, or as assigned by supervisor.

Are you the next member of our team?

• Bachelor’s Degree in international development, psychology, social work, NGO management, public administration, sociology, political science, communication and/or another relevant field is preferred
• Minimum of 1+ year experience in a similar field.
• Experience in NGO sector and projects is a strong asset;

• Excellent interpersonal and organizational skills;
• Ability to handle multiple priorities and complete tasks in accordance with stated deadlines;
• Advanced knowledge of MS Office applications;
• Experience in the programs funded by the US Government and/or other donor governments will be an asset;
• Ability to work both independently and collaboratively within a team;
• High degree of initiative, organization, and attention to detail;
• English and Ukrainian language fluency, written and spoken;
• Knowledge of veteran-related issues is an advantage.
• Ability to travel when security situation allows.
• Must demonstrate valid proof of unrestricted work authorization in Ukraine.

• Help in organization of program meetings and events (trainings, workshops, working group meetings, conferences, etc.);
• Assist in communication between project partners, experts, trainers as needed;
• Communicate with suppliers and other subcontractors;
• Contribute to drafting program-related documents, reports and success stories;
• Provide logistics/arrangements support for staff and program participants;
• Provide support to monitoring and evaluation activities, data collection, and reporting as needed;
• Support with management program documents, financial forms and payments;
• Coordinate maintenance of the program social media account as needed;
• Help with translation of program documents and interpret the meetings as required;
• Translate program-related documents (English and Ukrainian) when needed;
• Attend and report on program events and meetings;
• Assist program staff as needed and provide general support to staff including photocopying, filing and note-taking;
• Help arrange meetings for senior management as needed and requested;
• Perform other duties as assigned.
• Support the development and adaptation of program materials;
• Under a close supervision of line manager, review materials and products developed under the program to ensure quality control;
• Maintain day-to-day communication with component subgrantees and ensure the delivery of the milestones in accordance with the deadlines and indicators set;
• Draft proposals, work-plans; performance monitoring and evaluation plans; quarterly reports; final reports; success stories; talking points; and other types of programmatic documents;
• Support coordination of hired experts, making sure their outputs correspond to the expected deliverables;
• Maintain accurate records and documentation, including activity reports, participant data, and financial documentation related to hired experts, external contractors and subgrantees;
• Collaborate with other program components and teams to share insights, challenges, and successes to enhance program effectiveness;
• Travel to regions to attend program events and meetings, upon request and under adequate security conditions;
• Establish and maintain effective working relationships with civil society, media groups, opinion leaders, government officials, members of international community and other program stakeholders
• Communicate with subgrantees, external contractors and experts.
• Assist in arranging meetings for senior management as needed and requested.
• Maintain meeting notes, summaries of the meetings, and other written communication materials.
• Support the development and design of program activities for veterans during the proposal development process.
• Review financial documents, and other contractor’s requests.
• Support the due diligence process for the subgrantees.
• Prepare documentation in line with IREX procurement requirements.
• Stay up to date with monitoring the veterans’ community issues in Ukraine, information about new stakeholders in this field and fill out the ‘UVRR potential partner organization’ spreadsheet.
• Provide ideas and initiative to improvement internal and external processes, support ties with veterans and share with team the key point from this communication.
• Other duties as assigned.

NO PHONE CALLS PLEASE

We are an Equal Opportunity Employer, including disability/vets.