Program Assistant, Communities and Governance Practice

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.

IREX is seeking a qualified professional to fill the position of Program Assistant for its Ukraine Rapid Response Fund (URRF). 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

• Bachelor’s Degree in social science, international affairs, or a similar discipline.
• 1+ years of relevant experience as a program/project/personal assistant preferably in the NGO or INGO sector and on technical assistance projects.
• Good knowledge of English and Ukrainian.
• Strong intercultural and communications skills.
• Skilled at handling multiple tasks and able to maintain a calm, friendly demeanor under stressful situations.
• Excellent writing skills.
• Strong systematization skills.
• Ability to learn quickly and develop proactive thinking.
• Attention to the details.
• Strong interpersonal and organizational skills.
• Advanced knowledge of MS Office applications.
• Ability to be flexible and respond to a rapidly changing program environment.
• Must demonstrate valid proof of unrestricted work authorization in Ukraine.
  
  

Your Daily Tasks

• Provide general support to program staff (Senior Program Manager and Program Officers), including photocopying, filing, note-taking and other relevant tasks.
• Organize postal deliveries and distribute program-related materials.
• Create meeting notes, summaries, and other written communication materials.
• Provide logistical support for staff, program participants, and events.
• Organize online and offline presentations, discussions, and meetings with international experts and stakeholders.
• Draft program-related documents, such as reports, success stories, plans, presentations, contracts, and grant agreements.
• Translate program-related documents between English and Ukrainian as needed.
• Systematize and organize data and information using SharePoint and other online systems.
• Communicate with subgrantees, suppliers, and subcontractors (written and verbal).
• Collect feedback and impact stories from partners, stakeholders, and beneficiaries in various formats (written, verbal, visual).
• Coordinate the production and distribution of program communication materials, both printed and digital.
• Supports subgrantee projects by reviewing financial documents, providing feedback, and ensuring compliance.
• Process invoices, review financial documents, and support procurement and due diligence processes for subgrantees.
• Coordinate the delivery of supplies and equipment to civilian shelters, warehouses, or government institutions, ensuring proper branding and conducting monitoring visits.
• Conduct monitoring visits and provide on-the-ground support within Ukraine.
• Support monitoring and evaluation activities, including data collection and reporting.
• Analyze and provide feedback on various documents, such as concept notes, budgets, reports, and visual materials.
• Ensure contract compliance for program vendors, consultants, and subcontractors.
• Provide web-based research support for projects and publications.
• Support program-related social media accounts and websites, including drafting posts and suggesting content (optional depending on availability).
• Support Senior Program Manager and Program Officers in coordinating and maintaining active communication among project staff, partner organizations, experts, trainers, regional coordinators, ministries, and key stakeholders.
• Provide support to monitoring and evaluation activities, data collection, and reporting.
• Organize meetings and communicate (written and verbal) with partners, subgrantees, beneficiaries and vendors. Support program staff at the meetings and other events.
• Collect feedback and impact stories from the partners, stakeholders, beneficiaries (including verbal, written, pictures, videos, etc).
• Monitoring visits within Ukraine.
• Support Senior Program Manager and Program Officers in coordinating and maintaining active communication among project staff, partner organizations, experts, trainers, regional coordinators, ministries, and key stakeholders.
• Conducting web-based research to support proposal development and donor engagement.
• Assisting in the preparation of program-related documents, such as reports, plans, and presentations, to support partner and business development efforts.
• Communicating with partners, stakeholders, and subgrantees to ensure clear and effective collaboration.
• Organizing meetings and discussions with stakeholders to foster relationship building and gather insights.
• Providing logistical support for events and donor-related activities.
• Conduct procurement processes, including preparing contracts, vendor agreements, and procurement documentation.
• Maintain and organize financial records to ensure accurate tracking and compliance.
• Process and issue invoices, review financial documents, and address contractors’ requests.
• Conduct due diligence for subgrantees and perform reference checks for contractors.
• Review subgrantee financial documents and provide recommendations for improvement.
• 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.
• Independently and proactively perform assigned duties and responsibilities.
• 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 eligible for Telework.

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.