Administration Officer

Administration Officer

Kyiv

The Ukraine Economic Resilience Activity (ERA) (8/27/2018 – 8/26/2024) was designed to strengthen the economy and improve the resilience of businesses and communities in eastern Ukraine following Russia’s 2014 annexation of Crimea and the seizure of territory in the Donetsk and Luhansk Regions by Russian backed separatists.

Prior to the war, ERA had focused interventions on Donetsk and Luhansk Oblasts. In 2019 after Russia commandeered a Ukrainian naval ship and established a blockade, ERA had also added the Sea of Azov (Zaporizhzhia, and Kherson oblasts and municipal centers closest to the sea) to its area of operations. With the February onset of war in eastern and southern Ukraine, Russia has significantly damaged or destroyed most of ERA’s previous implementation geography, including Mariupol, Sartana, Rubizhne, and Sievierodonetsk and occupied the cities of Berdiansk, Melitopol and Stanytsia Luhanska.

The further Economic Resilience Activity’s work will be centered on three pillars:

1. Stabilization and Inclusion: building the capabilities of vulnerable populations to be able to capitalize on entrepreneurial and micro, small and medium enterprises’ (MSME) economic opportunities;
2. Business Revival: helping MSMEs relocate and rebuild marketing and supply chains; and
3. New Economy: working with coalitions and leaders to build confidence in the sustainable Ukrainian state, articulate a vision for the future, and put in place the building blocks for a modern, diverse, and MSME-friendly economy post-war.

Nowadays, ERA shifts its focus from interventions targeting businesses and communities in eastern oblasts to supporting internally displaced persons (IDPs), MSMEs, universities and other partners from those regions as they move westward to safety and re-establish operations. As a result, ERA’s area of operations has changed from “the east” to supporting IDPs and partners that originated in the east to other locations “anywhere in Ukraine.”

About the job

The Administration and Logistics Officer is responsible for providing day-to-day administrative and logistical support to ERA technical and operational staff and consultants. The Administration and Logistics Officer will organize and coordinate office administration procedures, in order to ensure organizational effectiveness, efficiency, and safety. The Administration and Logistics Officer is responsible for developing communication protocols, streamlining administrative and logistics procedures, inventory control. The Administration and Logistics Officer reports to the Senior Operations and Finance Manager and is based in Kyiv.

RESPONSIBILITIES:

Kyiv Office Management and Inventory:

• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that administrative functions are properly assigned and monitored.
  • Responsible for ensuring that project property is well-maintained, kept clean, used solely for intended official purposes, and used in accordance with terms and conditions of lease or rental agreements.
  • Ensure that office lease agreement is kept in its appropriate file location according to the Project Record Map, and that requests for payments are submitted promptly to the Finance department.
  • Maintain relationships with the landlord, office building management, and vendors or suppliers who provide administrative and/or operational project support.
  • Support receipt and timely distribution of mail by Nova Poshta, DHL and other courier services to responsible project staff.

• Keep the inventory log up to date and accurate, make sure all asset items are labeled properly and in time. Perform inventory reviews annually.

• Support onboarding for new staff on administrative procedures and advise current staff on any changes in the ERA administrative procedures.

Administration and Logistics:

• Responsible for making hotel, airline, ground transportation arrangements for the project staff and beneficiaries. Ensure smooth logistics and event organization upon request.

• Coordinate travel/logistics arrangements and maintain project travel schedule; ensure all records are properly documented in files and on the DAI TAMIS.
• Maintain working relations with relevant stakeholders including providers of events logistics services, transportation companies, courier services.
• Provide arrangements, with close cooperation with the procurement department, for project workshops, training events, STTAs, and other logistical needs as required.
• Manage logistics and administration processes, ensuring DAI and USAID rules and regulations are followed transparently.
• Coordinate working schedules with ERA project driver in Kyiv.

Petty Cash Maintenance:

• Make Petty Cash transactions supporting them with respective documentation as per the project policy.
• Keep the PC log and submit it to the accountant on a regular basis.

• Follow and maintain procedures to ensure accurate and timely payments, including reimbursement of expenses for staff (taxi, mobile phone, miscellaneous).
• Maintains procedures to ensure accurate and timely reconciliation of petty cash log.
• Ensure areas that project practices and procedures are fully aligned with the project policies, advise management with options and recommendations on improvements.

About you

• Bachelor’s degree from a reputable university.
• Must have English and Ukrainian language proficiency, verbal and written.
• 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 and inquiries.
• Proficiency using Microsoft office suite, and other relevant software.
• Experience of work in international NGOs, and donor-funded projects would be preferable.
• Demonstrated strong problem-solving skills as well as exceptional customer relations.

WE OFFER

Contract length: 12-month employment agreement with a possibility of extension.

Benefits: all benefits envisaged by the Labor Code of Ukraine, corporate medical insurance for employees and immediate family members.

Start date: April 2023

Application process

All applicants must send a cover letter and updated CV (no longer than four pages) in English to ukraine@dai.com

Closing date for applications: March 31, 2023.

For further information about DAI GLOBAL LLC, please consult our website dai.com.