Administrative and Logistics officer, Маріуполь

DAI, a global development company based in the United States, is seeking an Administrative and Logistics officer for its USAID Economic Resilience Activity project. The project hopes to improve the overall economic resilience of eastern Ukraine.

Submission Instructions: Please submit CVs in English. Submissions are accepted on a rolling basis until the position is filled. Interested and qualified candidates should send their CV to [email protected] with their technical area of expertise listed in the subject line by October 06, 2019. No telephone inquiries, please. Only short-listed candidates will be contacted

Qualification:

• Support relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time. Serve as point of contract with vendors to support ongoing office activities
• Provide arrangements, with close cooperation with procurement department, for project workshops, training events, STTAs, and other logistical needs as required.
• Keep office supplies, make sure office cleaners are doing their job, working with vendors, making sure that office facilities are clean, orderly and safe.
• Oversee regular inventory audit and reporting, ensuring that asset labels are affixed to project property and added to property insurance.
• Management of petty cash.
• Manage the office driver, including regular auditing of mileage and fuel trackers, vehicle log.
• Manage schedule of project activities, business meetings, internal measures.
• Assist in scheduling and preparing travel arrangements for meetings and events.
• Assist in the preparation of materials, such as a presentation, brief notes for events organized by office staff.
• Ensure all administrative and procurement records are properly documented in hard copy files and on the DAI TAMIS.
• Assist as needed, in cooperation with HR department, recruitment and personnel administration.
• Manage logistics and procurement processes, ensuring DAI and USAID rules and regulations are followed transparently.
• Manage procurement files and document processes of goods and services, including:
• Ensure adherence to operational budget for office procurement of goods and services;
• Regularly audit office inventory, update TAMIS and maintain administrative and office supplies files.
• Handle calls, mail, and electronic communications and routing messages and information to appropriate individuals;
• Other duties as assigned.

• Drafting solicitations, finalizing bid matrixes, conducting registration documents checks and requesting approvals when required;
• Reviewing solicitation of bids and quotes from vendors in adherence with policies & approved requisitions;
• Monitoring and tracking procurement activities and delivery status of goods/services;
• Ensuring integrity, fairness, accuracy, and openness in procurement processes;
• Ensure procurement files are properly documented and closed upon completion of an activity.

• Qualification:

• Bachelor’s degree or equivalent.
• At least 3 years of work experience in a NGOs, international organizations or local authorities.
• Demonstrated excellent interpersonal, managerial, organizational and detail-orientation skills.
• Ability to work on own initiative/proactive attitude and have strong skills in teamwork.
• Ability to respond effectively to time-sensitive demands & inquiries.
• Proficiency using Microsoft office suite, and other relevant software.
• Demonstrated strong problem-solving skills as well as exceptional customer relations (both internally & externally).
• Excellent organizational skills with a willingness to take initiative and be proactive.
• Ability to manage and prioritize multiple responsibilities.
• Excellent communications and personnel management skills and ability to relate to people at all levels of an organization and of different multi-cultural backgrounds.
• Extremely well organized and self-directed individual.
• No prior legal convictions for fraud or theft and no prior terminations for cause from a prior employer.
• Previous experience working in USAID-funded projects is preferable.
• Direct and recent experience with USAID regulations and procedures highly preferred.
• Previous experience preparing and negotiating supply contracts, collection, and management accounting documentation is preferable.
• Must have English, Ukrainian and Russian language proficiency, verbal and written.