Who We Are
IREX is a global development and education organization. We strive for a more just, prosperous, and inclusive world—where individuals reach their full potential, governments serve their people, and communities thrive. With a projected annual portfolio of more than $150 million and more than 750 staff worldwide, we work 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 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.
We are doers. Our decades of on-the-ground experience help us create greater impact, practical recommendations, and lasting partnerships.
Are you the next member of our team?
Your Background & Skills
Your Daily Tasks
- Support project activities focused on providing rapid development aid to Ukraine.
- Maintain the program's operation at the office.
- Under the supervision of the Program Manager support project activities focused on providing rapid development aid to Ukraine.
- Assist in the subgrant management.
- Coordinate training in, digital and physical security, first aid and psychosocial first aid and other, including designing materials, manage project deadlines, and ensure compliance with the budget.
- Coordinate the distribution of supplies and equipment to civilian shelters, warehouses, or government institutions, including conducting monitoring visits, branding supplies and equipment according to the policies upon the request.
- Host online presentations and discussions with international experts.
- Support connections between various state and non-state actors.
- Holding and ensuring the effective communication between IREX and partners, stakeholders, beneficiaries.
- Collect feedback regarding Program activities.
- Support the oversight of subgrantees’ activities.
- Collect feedback and impact stories from the partners, stakeholders, beneficiaries (including verbal, written, pictures, videos, etc).
- Draft program-related documents, such as reports, plans, presentations, success stories, contracts, grant agreements, etc.
- Translate program-related documents (English and Ukrainian).
- Coordinate maintenance of the program social media account or/and website as needed including drafting social media posts, planning and/or suggesting content, launching advertisement, etc.
- Systematize and organize data and information on the Share Point and other online resources and systems that IREX uses.
- Communicate with subgrantees, suppliers, and subcontractors (written and verbal).
- Provide logistics/arrangements support for staff and program participants.
- Create meeting notes, summaries of the meetings, and other written communication materials.
- Provide support to monitoring and evaluation activities, data collection, and reporting.
- Organize meetings and communicate (written and verbal) with partners, subgrantees, beneficiaries and vendors.
- Conduct monitoring visits within Ukraine.
- Process and issue invoices, review financial documents, and other contractor’s requests.
- Support the due diligence process for the subgrantees.
- Prepare procurement documentation.
- Review the financial documents of the subgrantees and provide recommendations.
- Conduct the analysis and provide feedback on the different types of documents (concept notes, budgets, reports, payment documents, program reports, visual materials, etc.)
- Coordinate and ensure the contract compliance of the Program’s vendors, consultants, etc.
- Coordinate the creation and distribution of the Program-related printed materials and digital materials.
- Organize post deliveries.
- Assist program staff as needed and provide general support to staff including photocopying, filing, note-taking, and other relevant duties.
- Communicate with subgrantees, suppliers, and subcontractors (verbal and written).
- Provide logistics/arrangements support for staff and program participants.
- Help arrange meetings for senior management as needed and requested.
- Create meeting notes, summaries of the meetings, and other written communication materials.
- Provide support to monitoring and evaluation activities, data collection, and reporting.
- Organize meetings and communicate (written and verbal) with partners, subgrantees, beneficiaries and vendors.
- Collect feedback and impact stories from the partners, stakeholders, and beneficiaries (including verbal, written, pictures, videos, etc).
- Monitoring visits within Ukraine.
- Process and issue invoices, review financial documents, and other contractor’s requests.
- Support the due diligence process for the subgrantees.
- Prepare procurement documentation.
- Review the financial documents of the subgrantees and provide recommendations.
- Assist program staff as needed and provide general support to staff including photocopying, filing, note-taking, and other relevant duties.
- Stay up to date with monitoring the conflict in Ukraine and how it affects staff and communities to ensure the safety of all participants.
- Other duties as assigned.
You will Get:
Committed, passionate, collaborative, and mission-driven colleagues who make IREX a good place to work. You will receive best-in-class learning, development, and growth opportunities, as well as a comprehensive benefits package designed to help you thrive. This includes a well-being and employee assistance program, health coverage, a flexible work schedule, a generous PTO policy, a technology stipend, a diverse and inclusive work environment, and many more benefits.
We conduct background checks on all successful candidates.
This position is not eligible for Immigration Sponsorship.
NO PHONE CALLS PLEASE
EOE – Equal Opportunity Employer
We are an Equal Opportunity Employer, including disability/vets.