Program Assistant

Background:

The USAID-funded Ta’afi program is working towards a more stable and inclusive Iraq. Utilizing a rapid grants mechanism, the program establishes partnerships with local governments, civil society organizations, and youth groups in an inclusive manner to implement activities that strengthen community resilience. This is realized by encouraging collaborative action among Iraqis to tackle common causes and empowering initiatives and efforts that aid communities in responding to challenges. The program operates across Iraq, focusing on the provinces of Anbar, Basrah, Ninewa, Salah al-Din, and Thi Qar.  

Classification:
Cooperating Country National, Short-term (ST) agreement.

Reporting and location:
S/he will report to the Senior Program Compliance Associate. This position is office based in Erbil, Iraq.

location: Erbil, Iraq

Responsibilities:

Vetting %50

• In coordination with Program Compliance Team, compile, review, and submit vetting requests for processing. Responsible for checking back up documentation to ensure accuracy, and completeness of the partner information form, before submitting it to the vetting unit.
• Ensure that submissions are processed in a timely manner.
• Communicate and coordinate directly with USAID/OTI vetting team, responding to requests or questions in a timely manner
• Entities are added to the Vetting Entities Tracker within 1 business day of reception of vetting determination
• Determination confirmation uploaded to Vetting (500) SharePoint files within 1 business day of reception
• Teams are notified of determination within 1 business day of reception
• Teams are notified of determination expiration 45 days prior to expiration date
• Ensure thorough record keeping by maintaining the master tracker and performing periodic reviews of the vetting files
• Propose and implement changes or improvements to vetting processes, templates, or products as needed, and provide guidance and support to other project staff.

Program Support Activity Management % 50

Support the Program Compliance Team as requested and needed, examples of support include.

• Maintaining trackers of TAP purchases for IRQ GMU payments.
• Monitoring and managing IRQ GMU activities.
• Ensuring activity notes are updated on a regular basis.
• Monitoring activity end dates and deadlines and supporting modifications if necessary
• Provide guidance to GMUs and programs teams on how to use IRQ activities and serve as a point of contact for logistics, coordination, and procurement, as needed.
• As needed, conduct grant file audits or closeout reviews to ensure compliance with Chemonics and USAID regulations and procedures
• Supporting Communications team by processing outreach requests on regular basis and maintain a good relationship with the vendors and stakeholders.
• Ensuring the SharePoint files are up to date for IRQ activities.
• Perform other tasks as assigned by his/her supervisor or designee.

Qualifications:

• Bachelor’s degree in business administration, or a related field.
• At least one year of relevant experience in administration and program management.
• Proficiency in English, including strong written and verbal communication skills.
• Strong communication and interpersonal skills.
• Demonstrated ability to communicate clearly and concisely orally and in writing
• Ability to work independently and as part of a team.
• Ability to effectively use computer software including Microsoft Office. Demonstrated high proficiency with Excel spreadsheet applications is required.
• Fluency in written and oral English is required; written and oral fluency in Arabic or Kurdish is a plus but not required.

Equal employment opportunities:

Chemonics is an equal opportunity employer and does not discriminate in its selection and employment practices based on race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.

Additional Information:

Contract period: 6 Months, STTA.
Salary: The salary of this position falls under band FSN-04.

Screening applications will be done on a rolling basis.