Job Description, Responsibilities & Requirements
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About the Position
East Europe Foundation announces a competition for the position of Program Assistant.
- Start date: as soon as possible
- Location: Kyiv, Ukraine
- Employment: full-time
- Work format: on-site
Responsibilities
Procurement Support
- Prepare a complete package of tender documentation in accordance with EEF’s procedures.
- Collect, archive, and regularly update documents related to projects.
- Complete technical requirements in coordination with project managers.
- Control the procurement process, including placing purchase orders, reviewing received purchase applications, requesting and collecting price offers, conducting market research of goods and services, comparing applications or supporting their evaluation.
- Verify the compliance of the received commercial tender offers and the list of documents with the requirements of the EEF’s policies.
- Ensure the timely collection of tender applications in accordance with the purchase request approved by the management and the specified selection criteria.
- Participate in maintaining procurement files, enter data into expert registers, regularly update the procurement tracker.
- Ensure the provision of complete and appropriate procurement documentation for review and approval.
- Engage in polite and business communication with potential suppliers and project partners.
- Consult program staff on appropriate formats and templates, as well as on EEF procurement policies.
- Verify primary accounting documents.
Program Implementation Assistance
- Organize events, conferences, and other events.
- Provide material and technical support of program events, meetings, conferences, round tables, seminars, etc.
- Collect data on the activities of the Program, updating databases.
- Help in organizing online and offline meetings.
- Keep working records, including follow-up at the end of meetings.
- Coordinate drivers/vehicles.
- Handle receiving/sending/signing/scanning/proper storage of documents, etc.
Other Tasks
- Perform other tasks within the scope of competence at the request of the management.
Requirements
- Higher education in business administration/management/finance/economics/educational degree in procurement, logistics, and/or related specialties.
- 2-3 years of proven work experience in procurement and contract administration.
- Fluent Ukrainian language, free and competent spelling.
- Confident use of PC and MS Office (including MS Word, Excel, PowerPoint, and Outlook), confident use of Google Drive tools.
- Honesty, responsibility, initiative.
- Experience in the public sector and/or international organizations will be an advantage.
- Knowledge of English (intermediate level and above) will be an advantage.
- Experience with Trello would be an advantage.
Nice to Have
- Ability to work with information and systematize it.
- Attention to details.
- High level of self-organization.
- Desire to learn.
- Ability to work effectively in multitasking mode, to adapt to changes.
- Experience in successfully establishing and adjusting priorities.
- Moderation and diligence in performing tasks.
We Offer
- Opportunity to work with a reputable organization.
- Professional growth and development.
About the Company
East Europe Foundation is dedicated to promoting democratic values and supporting civil society in Eastern Europe.
Application Process
Please send applications (resume containing relevant work experience and skills, direct contact details) by 11:00 p.m. October 15, 2023 to the address: [email protected] with the mark “Program Assistant”.
Contact Information
Yuliia Zaplavna, coordinator of the “E-services” component, East Europe Foundation