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Assistant, Administration, Logistics and Procurement with driving responsibilities

Moscow

  • Organization: IFRC - International Federation of Red Cross and Red Crescent Societies
  • Location: Moscow
  • Grade: Level not specified - Level not specified
  • Occupational Groups:
    • Operations and Administrations
    • Administrative support
    • Logistics
    • Procurement
    • Supply Chain
  • Closing Date: Closed

Organizational Context

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises. IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality. IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services. IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat. The IFRC Regional Office for Europe is the focal point for 54 National Societies of the Europe Region and has mandate for policy, operational and programmatic support to the members. The Country Cluster Office for Russian Federation, Belarus based in Moscow is one of seven country and sub-regional (country cluster) offices across the region (currently: Almaty, Ankara, Athens, Brussels, Kiev, Moscow, Tbilisi. The reporting lines are to the Regional Office. The Administration, Logistics and Procurement with driving responsibilities Assistant position is part of the Country Cluster Delegation based in Moscow with a remit for two countries of the sub-region: Russia and Belarus The duration of current position is twelve (12) months with a possible extension.

 

Job Purpose

The position holder will assist to Senior Officer, Administration, Logistics and Procurement to ensure smooth operation of the office, for support with logistics and procurement to be ensured in line with the IFRC standards and provided to respective Red Cross Societies in the cluster region, especially during emergency response operations. The position holder is also responsible for providing support to the Country Cluster Delegation in driving and maintaining office vehicle in line with the IFRC standards. 

Job Duties and Responsibilities

Logistics and Procurement:

  • To adhere to International Federation standard procurement practices, keeping records keeping in accordance with audit trail standards.
  • To assist the Administration, Logistics and Procurement Senior Officer in obtaining a minimum of three quotations per purchase, preparing the resulting Comparative Bid Analysis and recommendations to purchase and the systematically documentation of all relevant information.
  • To assist the Administration, Logistics and Procurement Senior Officer to prepare and submit appropriate supporting documents to the Committee on Contracts at the ROE
  • To assist, following appropriate authorization, the purchase and delivery of supplies in a timely and cost-effective manner.
  • To assist procurement officers to identify and maintain an accurate and up-to-date supplier information database for regularly purchased items and keep informed of local market conditions.
  • To establish and maintain a good professional working relationship with suppliers and inspection companies.
  • To maintain the procurement database updated.
  • To ensure regular monitoring and screening of the service provision landscape and renegotiate existing agreements, add new suppliers in the continued strive to deliver best services efficiently.
  • To assume full accountability for delivering best value for money within the country cluster region.
  • To work closely with NS in the Country Cluster to ensure smooth, transparent and effective procurement during emergency response operations and high volumes programmatic procurement. 
  • To work in close cooperation with, and in support of, Head of Country Cluster, Administration, Logistics and Procurement Senior Officer and relevant IFRC programme officers in implementing the task above.

Administration

  • To assist in oversee the maintenance of office inventory on a regular basis, conduct and finalize overall inventory update. 
  • To assist in all vehicles related matters such as vehicle allocation, registration, issuance, maintenance
  • Visa support for IFRC staff and visitors.
  • To assist in coordination of event management related tasks (hotel bookings, visa, flights, venue, catering, budget etc.)
  • To support in arranging and oversee the registration process of internationally recruited delegates with the Ministry of Foreign Affairs of Russian Federation.
  • To assist in coordination of apartment management related tasks for international delegates such as keeping a log of reliable agencies and supporting the apartment search process, preparation of contracts and extensions, processing utility bills (when needed), keeping contact with owners and agencies.
  • To assist in coordination of maintenance of office equipment and supplies, such as stationery, in accordance with standard Federation rules and procedures.
  • To assist in managing the office communication system, including switchboard, fax, internet, telephone, mobile service etc.
  • Act as a back-up for Senior Officer for building management and maintenance related tasks.

Job Duties and Responsibilities (continued)

Driving

  • To drive official vehicle as per requirements
  • Meet official visitors at the airport when required 
  • Driving IFRC vehicle for long lasting fieldtrips, country-wide Voronezh, Volgograd,
  • Rostov on Don, etc., for Program monitoring, visiting refugees TAPs, etc.
  • Log official trips, daily mileage, gas consumption, transportation / vehicle related expenditures, vehicle servicing, repairs, etc.
  • Ensure day-to-day maintenance of the assigned vehicle(s); perform minor repairs and timely arrange for any other repairs necessary to keep the vehicle safe and technically sound at all times; maintain the vehicle(s) in clean conditions
  • Handle local and organizational formalities when involved in an accident
  • Collect and deliver mail, documents, pouches, and other communications items from and to the office

Finance issues:

  • Set up and regular update of new supplier master files for Russia in the Apple system
  • Prepare and process payments to service suppliers in accordance with IFRC finance rules and requirements
  • Create and enter invoices into the IFRC finance system 

Education

Required:

  • Secondary education or equivalent in Business, economics, Engineering, IT or other relevant area or proven professional experience in the area of expertise 

Preferred:

  • Procurement qualification or training
  • Logs qualification or training

Experience

Required:

  • Minimum of 1-2 years of relevant experience in managing complex supply chain operations including high volume in procurement
  • 1-2 years relevant working experience in administration
  • Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment
  • Minimum of 5 years’ experience in driving
  • Clean driving record

Preferred:

  • Logs / Admin experience 
  • Red Cross Red Crescent experience
  • Previous experience working in a multi-cultural environment

Knowledge, Skills and Languages

Required:

  • Good communications skills (written and verbal) and ability to provide authoritative advice
  • Strong grasp of procurement practices including legal aspects
  • Good computer skills (Windows, spread sheets, word processing)
  • Ability to work to tight deadlines and handle multiple tasks
  • Technical credibility to challenge/influence internal and external stakeholders
  • Drive for change and improvement and ability to deliver efficient supply chain
  • Excellent customer service
  • Excellent knowledge of written and spoken Russian
  • Advanced knowledge of written and spoken English

Preferred:

  • Proven experience to carry out logistics and admin assessments

Competencies, Values and Comments

Values: Respect for diversity; Integrity; Professionalism; Accountability

Core competencies: Communication; Collaboration and teamwork; Judgement and decision making; National society and customer relations; Creativity and innovation; Building trust

This vacancy is now closed.
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