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Admin - Supply Chain Officer

Poltava

  • Organization: IRC - International Rescue Committee
  • Location: Poltava
  • Grade: Junior
  • Occupational Groups:
    • Operations and Administrations
    • Logistics
    • Supply Chain
  • Closing Date:

 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 Poltava, which is a new extension of IRC Dnipro office, with occasional travel to other locations in Ukraine as permitted, notably Kharkov. As this is a fluid and rapidly changing context, the location of this position and length of assignment may change based on the needs of the program.

Job Overview/Summary:

The Admin-Supply Chain Officer reports to the Poltava Field Manager and the Dnipro Supply Chain Manager.

The primary responsibility of this Officer is to assist the supply chain department in the sourcing and the procurement of goods/services required for IRC operations and related administrative operations including transportation and goods management in line with organization and donors’ procedures and regulations. She/He will be responsible for managing both internal and external (non-IRC) visitors and eventually facilitate translation in meetings and in no-official documents.

Primary Functions:

Office management:

-        Manage supplier communication that include responding to queries, directing to the right officer etc.

-        Manage internal meetings through boking 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.

-        Support in translating letters to English as may be required.

Procurement:

-        Liaise with local vendors and assist with local market assessment

-        Request for cash advance, perform procurement, ensure transparency, and fair competition throughout the procurement process.

-        Coordinate with vendor and IRC/partner warehouse and transport teams for deliveries/pick-ups and ensure proper documentation upon instructions.

-        Finalize procurement files and liaise with the finance department for vendor’s payment after order completion.

-        Ensure that all procurements documentations/records are correctly filed and tracked/reported.

-        Support the Procurement in the day to day-to-day operations, Support facility management including but not restrictive to:

o   Ensuring management of facilities utilities, internet, electricity, water supply in office, guest house or other temporary accommodations.     

 

Shipments, warehousing and assets management.

-        Support liaison with customs clearance agent, transportation service provider and IRC warehouse team about outgoing shipments.

-        Collects and submits needed information and documents from different departments to guarantee smooth transportation process and coordination between transporter and IRC office.

-        In coordination with Management team, planning of timetables of deliveries / dispatches.

Fleet & Transport.

-        Work with security and IRC Ukraine focal person for any staff movement within Ukraine.

-        Supervise the Drivers in the Poltava office.

-        Support with Supply Chain Manager and Field Manager to design a suitable and equipped transport function to support the IRC Vehicles operations policies.

-        Conduct regular transport needs assessment and market survey, managing vehicle safety.

Key Working Relationships:

The Supply Chain Officer reports to Supply Chain Manager in Dnipro and the Field Manager in Poltava. Also coordinate with the administration officer in Dnipro.

Job Requirements:

Education: junior specialist / bachelor.

Work Experience: Minimum of 2 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-GH2


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