Assistant of the Program Coordinator

Context

Corus International has been operating in Ukraine since the beginning of the war in 2022 and is implementing various programs, from humanitarian support for the affected populations to livelihood development programs in the war-affected areas of Ukraine.

Under the Program Coordinator's direct supervision and the Program Director's general guidance, the Assistant to the Program Coordinator will provide administrative and program support in implementing projects. The assistant plays a crucial role in providing administrative, logistical, and operational support to ensure the smooth functioning of the program and the effective delivery of humanitarian assistance to affected populations.

Applicant duties and responsibilities for the position:

1. Administrative Support:

• Assist the Program Coordinator in administrative tasks such as scheduling meetings, arranging travel, and maintaining files and records.
• Prepare and distribute documents, reports, and correspondence as needed.
• Provide administrative and logistical assistance in organizing meetings. Make administrative preparations, including organizing practical local arrangements. Provide administrative and secretarial support during meetings. Prepare reports from the meetings.
• Supporting the establishment of a Complaints and Response Mechanism (CRM) and immediately bringing to the attention of the Program Coordinator any needs, complaints, and feedback received regarding humanitarian assistance.

2. Communication and Coordination:

• Serve as a liaison between the Program Coordinator, program staff, partners, and stakeholders.
• Provide administrative support to the operational planning and development of projects and work plans and assist the Program Coordinator through the provision of targets, programmatic, financial, and administrative support work along the life-circle of the project(s)
• Communicate program updates, decisions, and requests to relevant parties in a timely manner.
• Verify obligating documents (donation certificates, consent forms, distribution certificates, etc.), check them for completeness, and follow up on missing elements.
• Supporting proper reporting of the distribution of goods

3. Information Management and Reporting:

• Support the Program Coordinator in data collection, entry, and analysis for monitoring and evaluation purposes.
• Assist in preparing program reports, including gathering information, formatting documents, and proofreading content.
•  Maintain the information systems for program monitoring, reporting, and documentation.
• Information support and assistance filing relevant UN clusters and other reporting targets and data.
• Support timely submission of internal reports (weekly, monthly, and ad hoc donor reporting).
• Assist in analyzing data, reports, and feedback to identify key insights and trends for program improvement.
• Monitoring of relevant social networks and informal information networks for program-related news and information.

4. Documentation and Filing:

• Organize and maintain program-related documents, files, and records in physical and electronic formats.
• Ensure proper filing and labeling of documents for easy retrieval and reference.
• Prepare summaries, briefs, and presentations based on research findings for the Program Coordinator and other stakeholders.

5. Other Supportive Tasks:

• Assist in coordinating the program's meetings, workshops, and events.
• Provide logistical support for field visits, assessments, and monitoring missions the program team conducts.
• Undertake any other tasks the Program Coordinator assigned to support the effective implementation of program activities.

Required   Competences

• Organizational Skills: Managing multiple tasks, prioritizing work, and effectively meeting deadlines.
• Communication Skills: Clear and concise communication, both written and verbal, to liaise with team members, stakeholders, and external partners.
• Attention to Detail: Ability to maintain accuracy and thoroughness in data entry, documentation, and reporting tasks.
• Time Management: Efficiently allocate time and resources to tasks and projects, ensuring productivity and meeting goals.
• Teamwork: Collaborate effectively with team members, supporting the Program Coordinator and contributing to the overall success of projects. Respect and promote individual and cultural differences. Communicate and produce results.
• Adaptability: Flexibility to adjust to changing priorities, situations, and requirements in a dynamic work environment.
• Problem-Solving Skills: Ability to identify issues, analyze problems, and propose solutions in collaboration with the Program Manager.
• Technical Proficiency: Basic knowledge of relevant software and tools used in project management, such as Microsoft Office suite, project management software, and data analysis tools.
• Professionalism: Maintain confidentiality, integrity, and professionalism in all interactions and tasks.
• Understanding of Program Management Concepts: Familiarity with program management's fundamental principles and practices is essential to effectively supporting the Program Coordinators in their duties.

Functional knowledge and skills

• At least 2 years of work experience in a similar context with similar job responsibilities; Experience working with NGOs (international or national) is an advantage.
• At a minimum, a bachelor's degree in sociology, project management, data analysis, or equivalent;
• A Strong working level of English is required.
• Good skills in Microsoft Office and Office 365, note-taking, and operating computerized systems and databases are required.
• Sound interpersonal skills and flexibility.

Conditions of work

The position is a national hire and will be based in Kyiv, with expected regular travel to the project sites (often located in the areas requiring prior security and travel authorization approvals). Corus Ukraine does not operate in the front-line zones, however, may come close to the geographies that may be classified as extremely high risk; the position will be expected to comply with relevant safety and security protocols enforced and followed for that matter.

The position is subject to relevant travel and perdiem policy for trips outside of its duty station.

Extended operating hours or, at times, working on the weekends may be requested, given the complexity or urgency of the project activities.

Corus Ukraine does not provide relocation benefits. Should a candidate not based in Kyiv decide to apply, equal consideration will be given to any qualified individual.

Resume submission:

Please send your resume and cover letter to corusukraine@corusinternational.org.

Please indicate the title of the "Corus International Program Assistant vacancy" in the letter's subject line.

Deadline for resume submission: 31st of March 2024

Candidate selection:

The interviews will be held by video using either Teams or Zoom applications, and the candidate may be requested to come for an in-person follow-up interview at the Corus Ukraine office in Kyiv. References will be checked before extending the offer. Corus will only contact shortlisted candidates. By submitting your resume, you agree to the processing and storage of your personal data in accordance with Ukrainian legislation on personal data protection. 

Corus International prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, religion, gender, age, national origin, disability status, sexual orientation, protected veteran status, or any other characteristic protected by U.S. or Ukrainian Law.