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Administration Officer

17 October 2023

Odesa

Since 2018, USAID Economic Resilience Activity (ERA) has focused its activities on eastern Ukraine. In 2022, it expanded its geography of cooperation to other regions due to Russia’s full-scale invasion and occupation of part of Ukraine. In 2023, given the military and political circumstances and challenges, the U.S. Agency for International Development (USAID) changed ERA’s priorities.

ERA is one of the implementers of the U.S. Government’s Interagency Agriculture Resilience Initiative – Ukraine (AGRI – Ukraine), which aims to support Ukrainian agricultural production and exports and help address the global food crisis exacerbated by Russia’s brutal war against Ukraine. USAID supports the Government of Ukraine, including working with the State Agency for Restoration and Development of Infrastructure of Ukraine (SARDI) and the State Customs Service, through ERA, to modernize border crossing points to improve grain trade and exports, passenger traffic, and perceptions of Ukraine. ERA is also implementing the Economic Stability and Recovery Initiative (ESRI), which focuses on job retention and creation and assists small and medium-sized enterprises.

USAID ERA prioritizes work on AGRI and rehabilitating EU-facing border crossing points (BCPs). The AGRI component is extending its technical assistance to Ukrainian Agri-traders and logistics companies supporting them in increasing capacity and potential of grain export logistics. The BCP component includes complex construction management and procurement of equipment and service for BCPs to become more efficient in processing big cargos of grain and other commodities through the border.

 

About the job

 

The Administration Officer is responsible for setting up operations in the newly arranged Odesa office and providing day-to-day administrative and logistical support to ERA technical and operational staff and consultants. The Administration Officer will organize and coordinate office administration and procedures in order to ensure organizational effectiveness, efficiency, and safety. The Administration Officer is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, and task delegation. The Administration Officer reports to the Senior Operations and Finance Manager and is based in Odesa.

 

RESPONSIBILITIES:

Odesa Office Management and Inventory:

  • Set up operations in Odesa office, including purchasing office equipment and supplies; coordinate with IT Coordinator installation of the internet connection;
  • 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 clerical 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 each lease and rental 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;
  • Manages the process for stocking and maintaining office supplies;
  • Maintain accurate and complete operational record-keeping and filing systems;
  • Ensure that administrative records are well-organized, maintained and update;
  • Maintain communication with DAI’s home office staff on administrative and operational aspects of the project;
  • 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, DHL and other communications to responsible project staff;
  • Coordinate conference room bookings on an as needed basis;
  • Keep the inventory log up to date and accurate, make sure all asset items are labeled properly and in time. Perform inventory reviews annually.

Administration and Logistics:

  • Responsible for making hotel, airline, ground transportation arrangements, and managing the process of visa applications for expatriates.
  • Make local and international travel arrangements for the project staff, senior management and STTAs (travel, accommodation).
  • Coordinate travel/logistics arrangements and maintain project travel schedule in TAMIS.
  • Ensure smooth logistics and event organization upon request.
  • Maintain working relations with relevant stakeholders including providers of administrative services, transportation companies, courier services providers.
  • Manage schedule of project activities, business meetings, and internal events, assist in scheduling and preparing travel arrangements for meetings and events;
  • Ensure all administrative and procurement records are properly documented in hard copy files and on the DAI TAMIS;
  • Provide arrangements, with close cooperation with the procurement department, for project workshops, training events, STTAs, and other logistical needs as required.
  • Manage logistics and procurement processes, ensuring DAI and USAID rules and regulations are followed transparently;
  • Manage inventory of office equipment, execute regular inventory checks and prepare annual inventory reports.

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 twice a month.
  • Follow and maintain procedures to ensure accurate and timely payment of travel advances, reimbursements of expenses for staff.
  • Maintains procedures to ensure accurate and timely reconciliation of travel advances.

Compliance:

  • Ensure areas that project practices and procedures are fully aligned with the project policies, advise management with options and recommendations on improvements;
  • Ensure that administrative records are well-organized, maintained and updated;
  • Support onboarding for new staff on administrative procedures and advise current staff on any changes in the ERA administrative procedures.

Reporting:

  • Prepare accurate and timely field reports and other documentation as required; maintain Odesa office management files.
  • Keep respective activity records in DAI corporate system (TAMIS).

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 & 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 (both internally & externally).
  • Excellent organizational skills with a willingness to take initiative and be proactive.
  • Extremely well-organized and self-directed individual.
  • Previous experience preparing and negotiating supply contracts, collection, and management accounting documentation is preferable.

 

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: November 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: October 31, 2023.

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