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 $100 million and more than 600 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 goal of the Ukraine Rapid Response Fund (URRF) is to address immediate needs and enhance the resilience of Ukraine’s government, civil society, and civilian population amidst Russian invasion and potential occupation and in support of Ukraine’s national system of resilience. IREX will improve communication, coordination, and collaboration among key actors and stakeholders; strengthen their effectiveness, inclusion, and accountability. Using a conflict-sensitive and adaptive management approach, and a holistic approach to security, IREX will monitor, respond to, and anticipate the evolving needs of Ukrainians in this rapidly changing environment.
Under the supervision of the Finance Manager, the Finance and Grants Coordinator is responsible for coordinating financial and budgeting activities for the Ukraine Rapid Response Fund (URRF) and Veteran Reintegration Program (VR) to ensure the highest standards of compliance. Specifically, the URRF will be issuing many subgrants to local organizations to address critical needs in Ukraine. The Finance and Grants Coordinator will be responsible for organizing and conducting this process and ensuring that subgrants are issued quickly while maintaining compliance with donor regulations. This position will be based in Ukraine.
This position is part of Ukraine Rapid Response Fund (URRF) and Veteran Reintegration Program (VR).
Are you the next member of our team?
Your Background & Skills
- Degree in economics, finance, international development, business administration, public administration, management, or relevant field.
- At least two (2) years of proven grants management experience, preferably with USAID-funded projects.
- Excellent quantitative and qualitative analytical skills; attention to detail, reliability, thoroughness, and accuracy with numbers.
- Proven competency with analyzing budgets.
- Strong understanding and knowledge of USG rules and regulations.
- Excellent organizational skills: ability to plan, prioritize, track files, and effectively manage information.
- Strong presentation skills: ability to write and present information concisely.
- Demonstrated proficiency with Microsoft Office (Outlook, Word, PowerPoint, and Excel) Excellent attention to detail and strong organizational skills including time management, ability to prioritize multiple tasks in a fast-paced working environment, and ability to remain flexible while adhering to strict deadlines.
- Excellent interpersonal skills: ability to work cooperatively with others and demonstrate professional and ethical behavior when interacting with partners and stakeholders.
- Strong command of spoken and written English, Ukrainian.
- Ability to handle multiple priorities and complete tasks and projects in accordance with stated deadlines.
- Ability to work independently and in a team and the ability to take initiative, meet deadlines, and be flexible.
- Positive attitude and willingness to support and assist colleagues.
- You must have unrestricted authorization to work in Ukraine.
Your Daily Tasks
- Provide administrative support to the Finance and Compliance Manager and other staff as needed. (e.g., assists with making photocopies, sending faxes and e-mails, travel schedules, receiving visitors, preparing for internal and external meetings, providing other backstopping support).
- Assist the Finance and Compliance manager with the monthly projections.
- Coordinate and follows up on all transportation logistics for staff visits as needed.
- Maintain drivers scheduling log and provide oversight of vehicle logbooks.
- Manage petty cash payments and act as the petty cash custodian.
- Oversee and coordinate the need to purchase, receipt and distribution of office supplies and stationery.
- Facilitate employee onboarding by completion of operational and IT needs of entry.
- Maintain contact address, telephone, and email address files and visitor lists updated.
- Monitor and maintain office equipment and does regular inventory count, in coordination with the Finance and Compliance Manager, and as per the internal rule and regulations.
- Assist with procurement and purchase goods and services in accordance with company policies and USAID regulations.
- Send out requests for quotations and obtains prices as needed.
- Conduct a cost analysis and selection memo and reach out with the winning vendor when needed, in coordination with the operation officer.
- Make purchase order for the selected vendor, in coordination with the operation officer.
- Coordinate with vendors and suppliers and signs of on receipt of office supplies.
- Review invoices for commodities and commodity-related services and prepare payment packages.
- Take the lead in preparation for internal meetings, preparing agendas, taking minutes of meetings, etc.
- Provide support with basic English-Arabic translation of documents and correspondence.
- Contribute to team effort by undertaking additional tasks and responsibilities as requested.
- Responsible for the day-to-day operations, logistics, and administration tasks.
- Maintain tracking systems for POs, Non-PO, petty cash, legal documents, and employee contact list and keep them updated.
- Run terrorism searches for vendors, consultants and staff and maintains accurate electronic filing system.
- Update payment request tracker and other operations tracker as needed.
- As needed, draft job advertisements and assist in the recruitment process by requesting necessary documents from candidates and scheduling interviews. Responsible for renewing documents including Work permit, residence card and project registration certificates.
- With oversight of finance managers, provide support in all subaward activities, including subgrant design, competition, due diligence, negotiations, preparation of subgrant documents, administration, monitoring and closeout.
- Maintain updated subgrant files and ensure that all subgrants are well-administered and implemented in compliance with the relevant USG rules and regulations, and IREX policies and procedures.
- Support all internal coordination of activities related to development and implementation of subgrants and contracts, including internal certification/clearance procedures, financial monitoring and payment disbursements in a timely manner, preparation of RFAs, outreach activities.
- Draft grant and contract modifications.
- Assist finance managers in subgrantees’ budgets and expense reports review as well as provide feedback and recommendations for changes.
- Assist in other administrative tasks related to compliance such as generating various grant documentation, submitting for approval grant agreements and modifications, and other related tasks.
- Regularly monitor, communicate with, and train subgrantees to ensure smooth implementation and compliance.
- Review program invoices, contracts with vendors, local staff travel expense reports, and other payments.
- Work with program team to help identify appropriate financial and accounting coding for donor funds, invoices and expenses, and grants.
- Assist the finance and program managers with the monthly projections.
- Provide supporting documentation for donor reporting as needed.
- Provide support to Finance Manager and program staff in managing SAP Concur (Ukraine): review Vendors, Purchase Orders (Procurement Action Memos) and Invoices, consult local program teams on Procurement, making sure that all documentation is in line with IREX Policies and Procedures.
- Gather, file, and organize originals of primary documentation (invoices and acts of acceptance, agreements, contracts).
- Verify payments supporting documentation according to local and donor regulations (approvals, invoices, memos, etc.).
- Other support duties as needed.
We conduct background checks on all successful candidates.
This position is eligible for Telework. The eligible employee is a regular, full-time Ukraine-based staff who works from a worksite outside the Ukraine office for one or more days a week.
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.
