Chemonics International Inc.
USAID Transformation Communications Activity
Job Title: Grants & Subcontracts Assistant
Estimated Period of Performance/Level of Effort: Long-term
The USAID Ukraine Transformation Communications Activity (TCA) is a five-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.
The Grants and Subcontracts Assistant supports the TCA office in grants, subcontracts and direct delivery of goods and services (DDGS) activities. The Assistant maintains systems and databases for project activities and documentation and ensures accuracy and completeness. Under the direction of the Grants and Subcontracts Manager, the Assistant is responsible for assistance with overall compliance and tracking of grants and subcontracts materials, providing administrative support during solicitation, selection, implementation and close out phases of grants and subcontracts.
Principle Duties & Responsibilities:
- Assist Grants and Subcontracts Manager in the production, review, and management of grants and subcontracts. Assist during applications, approvals, implementation, and close-out processes.
- Provide administrative support in preparation of RFA/RFP/RFQs and after final confirmation, post announcement packages on official websites.
- Follow up on announced RFA/RFP/RFQs, collect and file applications, proposals, bids.
- Assists in scheduling and organizing pre-proposal conference and evaluation committee meetings.
- Prepare all necessary documents and packages for evaluation committee and provides information and support to evaluation panel.
- Provide administrative support to recruitment process for short-term technical assistance that includes inviting applicants for interviews, searching for reference checks and visual compliance, sending notifications to the selected or rejected applicants.
- Assist Grants and Subcontracts Manager in preparation of grant agreements and subcontracts, collection of supporting documents for approval, signing and filing.
- Organize and maintain electronic and hard grants, subcontracts, and DDGS files and databases, labeling, and ensure that all files are timely and completely uploaded to SharePoint.
- Maintain and routinely update grant and subcontract databases, grants/subcontracts/DDGS tracker, RFA/RFP tracker, and another tracker/s as appropriate.
- Provide information to G&SC team on inventory, which was procured under grants and provide information on inventory disposition plans and schedules.
- Ensure accuracy and completeness of information and timely information sharing.
- Under the supervision of the Grants and Subcontracts Manager, submit PARs for in-kind grant procurement and coordinate with procurement team on in-kind grants and DDGS procurements, such as RFQ announcement, bidding, evaluation and selection process.
- Maintain the inventory tracking system for items procured under grants, coordinate with the regional offices on Grants’ inventory and on inventory disposition plans and schedules.
- Assist in submission of Grants/SC payment requests to Finance team, making sure that documentation, and disbursements under the project are in line with USAID and Chemonics procedures, and all supporting documents are attached to the payment requests.
- Provide support to the Grants and Subcontracts Manager in managing grants and subcontracts during the implementation phase, collecting reports and following up questions from beneficiaries.
- Perform other duties as assigned.
- University degree, preferable in business administration, finance, or related field.
- At least two years of relevant working experience in grants/subcontracts and/or procurement is required.
- Previous professional experience with international donor programs, particularly USAID strongly preferred.
- Demonstrated ability to work productively within a team.
- Excellent administrative, organizational and multi-tasking skills.
- Excellent interpersonal and communications skills, with demonstrated ability to communicate effectively in a cross-cultural environment.
- Strong computer skills including knowledge of Microsoft Excel, Word, and Office applications.
- Ability to effectively communicate verbally and in written form in Ukrainian, Russian, and English.
Please complete the required information and upload your cover letter and CV for consideration. Finalists will be contacted.
Deadline September 18, 2020