Operations Assistant (ТСА)

Chemonics International Inc. 

SCOPE OF WORK 

USAID Transformation Communications Activity 

Job Title: Operations Assistant  

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

Background:

The USAID Ukraine Transformation Communications Activity (TCA) is a six-year Activity whose purpose is 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.

Job Summary:

The Operations Assistant will be responsible for supporting general office administration, and the daily needs of office operations, including but not limited to maintenance of administrative systems, ad-hoc procurement, communication logs, inventory tracker and other administrative responsibilities.

Principle Duties & Responsibilities:

• Ensure smooth office functioning by procuring office supplies, greeting, and assisting visitors, and helping organize meetings and events.
• Support the project’s administrative and operational procurement efforts, with ad-hoc support to technical procurements.
• Draft project procurement documents including solicitations, negotiation memos, and other applicable procurement documents. Conduct basic procurements independently.
• Maintain operational and administrative tracking systems, including office inventory tracker
• Assist with processing operational payments
• Maintain clear and concise procurement and operations files that document project compliance with USAID rules and regulations, Chemonics policies and procedures, as well as local or US government rules that affect the procurement process.
• Assist the local and international staff and consultants traveling to and within Ukraine in arranging travel/transportation and make hotel and flight reservations for all TCA project-related travel.
• Coordinate the logistics for project events, including conferences, workshops, and trainings.
• Substitute and perform duties of Finance and Administrative Assistance, Operations Coordinator, in their absence.
• Arrange translation and other services for project staff and events
• Coordinate administrative documentation, including vendor and subcontractor documentation
• Assist with finance and/or HR related tasks as requested
• Assist with security and safety monitoring and implementation as requested
• Taking a team approach, cooperate and coordinate with project staff to ensure integration of efforts to ensure achievement of project results.
• Perform other duties as required or assigned.

Qualifications:

• University degree in business administration, finance, or related field required.
• At least one (1) year of relevant office administration, bookkeeping, financial management, and/or accounting experience required, with preference for USAID funded administrative experience.
• Demonstrated knowledge of all aspects of office administration, procurement procedures and knowledge of basic accounting is required.
• Ability to work independently with minimal supervision, to prioritize multiple assignments in an extremely fast-paced environment, to meet deadlines, and to exercise good judgment that reflects positively on the TCA program.
• Ability to effectively use computer software. Demonstrated high proficiency with Excel spreadsheet applications is also a requirement.
• Fluent Ukrainian or Russian required and fluent English strongly preferred.

Note: Chemonics May considering hiring more than one individual to support project operations on TCA. The exact scope of work and position maybe be adjusted according to the skills and talents of the successful applicant(s).

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/.