ADMIN - SC ASSISTANT

Job Description

Background of Country and Emergency Response: Months of escalating Russian hostility towards Ukraine have culminated in a concerted invasion of the country and the launch of military attacks across multiple cities in Ukraine, with a view to destabilize the country and provoke a change in government. Between February 7-23, 2022, an IRC team undertook a scoping mission covering Poland and Ukraine to better understand the context, humanitarian and civil society landscape, and anticipated service gaps in the event of an escalation of conflict in Ukraine. As of February 24th, the IRC has pivoted to an emergency response, and have identified partner agencies in Poland and Ukraine to facilitate immediate assistance that can be used where it is the most needed. Currently IRC and partners are conducting humanitarian response operations in the central, south, and east part of the country. Currently IRC and partners are conducting humanitarian response operations in the central, south, and east part of the country. This position will be based in Odesa.

Job Overview/Summary: The Admin-Supply Chain Assistant reports to the Admin-Supply Chain Officer. The primary responsibility of this assistant is to assist the admin and supply chain tasks in the assigned office. Primary Functions: Office management: Assist in supplier communication that include responding to queries, directing to the right officer etc. Assist in organizing internal meetings through booking venues (internal and external), keep a register of the conference room booking requests etc. Receive, register, advice, direct and monitor internal and external visitors. Ensures that all necessary equipment and material is in place during meetings, conferences. Follow up of office rent and other office running costs, make sure payment requests are made on a timely basis to ensure functioning of the office. Support SC department in keeping the asset tracker up-to-date. Substitute for Admin/SC officer during absences.

Procurement: Liaise with local vendors and assist with local market assessment. Support in preparation of petty cash reports. Support the Procurement in the day to day-to-day operations, Support facility management including but not restrictive to: Ensuring management of facilities utilities, internet, electricity, water supply in office, guest house or other temporary accommodations.

Fleet & Transport. Support in preparing weekly movement plans. Support in the supervision of the Drivers in the office. Key Working Relationships: The Admin/Supply Chain Assistant reports to Admin/Supply Chain Officer in the office.

Job Requirements: Education: junior specialist / bachelor. Work Experience: Minimum of 1 years professional logistics experience preferably with an INGO or private sector Demonstrated Skills and Competencies: strong analytical skills, experience with Microsoft Office and Excel specifically. Ability to work under pressure, multitasking, handy person, excellent team player and ability to work in a multinational environment. Certificates or Licenses: professional certification related to Logistics is preferable but not required, driving license. Languages Requirements: Fluency in Ukrainian and English. Working Environment: Standard office working environment with all amenities available including ACs, internet connection, electricity, and office space. ____________________________________________________________________________

Standards of Professional Conduct: The IRC and IRC workers must adhere to the values and principles outlined in the IRC Way – Code of Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Harassment-Free Workplace, Fiscal Integrity, Anti-Retaliation, Combating Trafficking in Persons and several others.

Gender Equality: IRC is committed to narrowing the gender gap in leadership positions. We offer benefits that provide an enabling environment for women to participate in our workforce including parental leave, gender-sensitive security protocols and other supportive benefits and allowances. IRC is an Equal Opportunity Employer IRC considers all applicants on the basis of merit without regard to race, sex, color, national origin, religion, sexual orientation, age, marital status, veteran status or disability. #LI-GR2

Qualifications