Старший/а асистент/ка / Фахівець/чиня, Парламентська програма

Background

The National Democratic Institute (NDI) is a non-profit, non-governmental organization that works to strengthen democratic institutions around the world by engaging civil society and promoting openness and accountability in government. NDI has been supporting local democratization efforts in Ukraine since 1992. For more information about NDI, please visit: www.ndi.org 

General overview of the position

The National Democratic Institute (NDI) seeks a Senior Program Assistant (SPA) or Program Officer (PO), based in Kyiv, Ukraine. The successful candidate will be responsible for providing analytical, programmatic, and administrative support to NDI’s work under the supervision of the Senior Program Officer, and the overall direction of the Senior Program Director, and ultimately the Resident Country Director.

The candidate should be a citizen of Ukraine or have a permanent residence and work permit. Fluency in Ukrainian and English is required.

This is a joint recruitment process to select ONE person. The best candidate who meets the job criteria and demonstrates the necessary expertise will be offered either of the positions – a Senior Program Assistant or a Program Officer to the Parliamentary Program at NDI.

Primary Responsibilities

Program Officer

Program Development and Implementation:

• Contribute to the development, design, and organization of Parliamentary program activities and events in alignment with organizational goals and objectives; contribute to planning of the program budget.
• Provide technical guidance and support to partner organizations, including coordination of reporting, monitoring, and evaluation activities.
• Take an active role in program design, strategic planning, and operational implementation, ensuring adherence to project timelines and objectives.
• Coordinate with implementing partners, vendors, and stakeholders to facilitate effective program implementation and partnership engagement.
• Facilitate training sessions, meetings, workshops, and events to build the capacities of program partners and promote programmatic goals.
• Contribute to the preparation of regular program reports, including weekly, monthly, quarterly, and annual reports.
• Assist in the analysis of political, social, and civic contexts relevant to the Parliamentary program’s focus area and contribute to the preparation of analysis papers and updates.

Administrative and Operational Support:

• Serve as primary support to senior program staff, overseeing daily operations and ensuring efficient program delivery.
• Develop and maintain relationships with program partners, stakeholders, and relevant institutions, fostering effective communication and collaboration.
• Supervise and provide guidance to program assistants, interns, and other support staff, ensuring adherence to programmatic and administrative protocols.
• Coordinate logistical arrangements for program activities, including travel, events, meetings, and consultations.
• Prepare necessary documentation, including concept papers, project proposals, work plans, monitoring and evaluation plans, and reports.
• Ensure compliance with budgetary, procurement, and financial procedures, including the management of program expenses and subawards.
• Provide training and guidance to program assistants and interns on programmatic and administrative tasks, as necessary.

Strategic Planning and Analysis:

• Contribute to the development and implementation of short-term, medium-term, and long-term program strategies, under the guidance of program managers or senior staff.
• Identify partnership opportunities and programming needs, contributing to the expansion and enhancement of program activities.
• Contribute to the planning process for the program, ensuring cross-team coordination and collaboration.
• Contribute to the design and analysis of research activities related to program focus areas.
• Develop briefing materials and conduct briefings for internal and external audiences on program content and outcomes.
• Undertake other duties as assigned by the supervisor

Senior Program Assistant

Programmatic:

• Work with increasing independence to support the implementation of Parliamentary program activities in Ukraine, under general guidance from a supervisor.
• Contribute to the design and development of all program activities and events; contribute to planning of the program budget;
• Contribute to the analysis of the political, legislative context in Ukraine, including monitoring national and international media and developing political newsletters and analysis papers.
• Prepare drafts of contributions to reports, including weekly reports for internal purposes, under the supervisor’s review and edits.
• Contribute to quarterly and annual reports on program developments.

Administrative:

• Independently arrange logistics for NDI activities, including online and in-person conferences, workshops, study visits, and consultations for NDI’s civil society, media, and governmental partners.
• Prepare comprehensive meeting/activity notes, background information, and briefing papers as required.
• Assist with and provide backup for the day-to-day operations of the program, ensuring prompt and accurate internal communication and responding to routine inquiries.
• Maintain regular communication with program partners, participants, and vendors to cultivate strong relationships.
• Provide high-quality oral interpretation and written translation from English into Ukrainian and vice versa as needed.
• Collaborate with NDI’s Administration and Finance team to prepare payments and reconcile program expenditures.
• Undertake other duties as assigned by the supervisor

Required Skills and Experience

• Bachelor’s degree required, preferably in Political Science, Law, Social Sciences, International Relations, or related fields;
• At least one (1) year for Senior Program Assistant and minimum three (3) for Program Officer of experience in a field of democracy strengthening or in an international organization or in a related field is required;
• Solid understanding of the work of the Ukrainian Parliament;
• Previous experience of work with Ukrainian Parliament or Government would be an asset;
• Developed organizational skills with attention to detail; 
• Ability and willingness to travel in and outside Ukraine, when necessary.
• Analytical skills for interpreting complex political environments, as well as identifying and responding to program opportunities; 
• Experience in all aspects of program cycle, including design, coordination, operations, monitoring and evaluation (for PO);
• Strong oral and written communication skills in English and Ukrainian are required; Familiarity with Google platform, virtual meeting and webinar technology, and Microsoft Office applications is required.
• Strong interpersonal, communication and networking skills, and a demonstrated ability to build and maintain professional relationships with a wide range of stakeholders.

Remuneration Package

NDI Ukraine’s salaries are subject to applicable employment taxes established by the government legislation. Gross salary reflects a 40-hour per week work schedule. Healthcare insurance coverage is available from the first day of employment. The full benefits of local staff members of the NDI-Ukraine office after the probation period include 20 days of paid vacation leave per year, paid sick leaves, and officially observed Ukrainian holidays.

Deadline: The deadline for the submission of the required documents is by close of business on July 21, 2024. Only selected candidates will be invited for a written test and a subsequent interview.

Interested applicants should submit CVs and motivation letters by filling in the online application form: https://forms.gle/aWKDSkJXaShXs6Hq5 

The NDI Ukraine is committed to diversity and inclusion within its workforce and encourages qualified female and male candidates from all national, religious, ethnic, and social backgrounds to apply to become a part of the organization.

The NDI Ukraine is committed to fostering a diverse and inclusive workplace, and encourages all applicants, regardless of their abilities, to apply to become a part of the organization.

NDI Ukraine has the authority to re-promote the vacancy, terminate the recruitment process, provide an appointment at a lower grade, or offer an appointment with a revised job description or for a different duration.