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.

Kyiv

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 Administrative Associate provides assistance to the ERA team in various administrative and operational duties upon request. The role is responsible for the maintenance of the office facilities and equipment in proper order. The Administrative Associate provides translation services upon request. The Administrative Associate is based in Kyiv and reports to the Executive Support Officer.

RESPONSIBILITIES:

Administration and Logistics:

• Support the daily administrative and operational needs of the Kyiv office team, including office attendance coordination, booking conference facilities, etc.
• Manage office front desk, greet visitors and handle incoming calls and electronic communications.
• Coordinate mail delivery to/from Kyiv offices by courier services providers.
• Assist in scheduling and preparing travel arrangements for meetings and events, making hotel and ticket reservations.
• Work with Kyiv-based Driver in terms of in-city ground transportation arrangements.
• Make local and international travel arrangements for the project staff and senior management.
• Keep supplies in stock, communicate with vendors, and make sure that office facilities are clean and well prepared for smooth operation and planned events (in coordination with the project’s cleaning person).
• Assist in updating TAMIS and maintaining administrative and office supplies files.
• Assist in coordinating paperwork with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time.
  • Ensure proper functioning of office equipment, and order service maintenance of the equipment including water dispensers, air conditioners, fridge, coffee machine, printers.
  • Assist the ERA Senior Management team (COP, DCOPs) with administrative tasks upon request.
  • Any other activities agreed with the Executive Support Officer.

Reporting:

• Maintain accurate and complete operational record-keeping and filing systems and maintain project files.
• Prepare accurate and timely reports and other project documentation as required.
• Keep respective activity records in the DAI corporate system (TAMIS).
• Perform other related tasks as requested by Senior Administration Manager and senior management.

About you

• BA or BS degree or equivalent experience.
• 1+ years of administrative and/or logistics assistant experience.
• Experience with USAID projects is preferred.
• Fluency in English and Ukrainian.
• Experience with Microsoft platforms (Word, Excel).

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: November 05, 2023.

For further information about DAI GLOBAL LLC, please consult our website era-ukraine.org.ua.

Lviv

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 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 procedures, in order to ensure organizational effectiveness, efficiency, and safety. The Administration Officer is responsible for developing communication protocols and streamlining administrative and logistics procedures. The Administration Officer reports to the Senior Administration Manager and is based in Lviv.

RESPONSIBILITIES:

Lviv Office Management:

• Manage 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.
  • Ensure 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.
  • Manages the process of stocking and maintaining office supplies.
  • Maintain accurate and complete operational record-keeping and filing systems.
  • Ensure that administrative records are well-organized, maintained, and updated.
  • Maintain communication with DAI’s home office staff on administrative and operational aspects of the project.
  • Support receipt and timely distribution of mail, DHL, and other communications to responsible project staff.

• Coordinate conference room bookings on an as-needed basis.

Administration and Logistics:

• Make local and international travel arrangements for the project staff and senior management (travel, accommodation).
• Coordinate travel/logistics arrangements and maintain project travel schedule in the DAI systems.

• Maintain contact with service providers including administrative services, transportation companies, and 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 and soft files.
• Manage logistics and procurement processes, ensuring DAI and USAID rules and regulations are followed transparently.

• Coordinate working schedules with ERA project drivers in Lviv. Liaise with the Finance Team to ensure driver mileage and fuel reports are all accounted for.

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.

Reporting:

• Prepare accurate and timely field reports and other documentation as required; maintain Odesa office management files.
• Keep respective activity records in the 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.

Lviv          

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 Facility and Inventory Manager is a pivotal leadership role responsible for strategically overseeing and managing all inventories, facility, and asset management aspects while ensuring strict compliance with USAID ERA’s Field Operations Manual stipulations. This role encompasses various responsibilities, from comprehensive inventory audits to meticulous asset labeling and diligent software license management. In collaboration with the Procurement team, the Facility and Inventory Manager leads in the reception, inspection, and acceptance of all goods delivered to USAID ERA. Reporting directly to the Senior Finance and Operation Manager, this role is based in the Lviv office.

RESPONSIBILITIES:

Acceptance of Goods and Asset Management:

• Develop and execute a comprehensive strategy for precise and systematic inventory control, aligning with project and contractual requirements.
• Ensure precise and systematic inventory of all items procured or transferred to the project, aligning with project and contract requirements.
• Periodically travel to the offsite location to check the delivery of procured products and equipment, as needed, conduct thorough physical inventories, and sign Acts of Acceptance.
• Collaborate closely with the Procurement and Communications teams to ensure that delivery schedules are well-coordinated, and all documentation is properly prepared for goods and equipment acceptance.
• Apply USAID stickers (mandatory for USAID-funded projects) and allocate a unique project inventory or identification number to all physical assets via the TAMIS system.
• Effectively implement and oversee procedures for the checkout of items used for workshops, training sessions, or other offsite purposes, utilizing the TAMIS checkout record.
• In cooperation with the ICT team, meticulously record all software acquisitions within the TAMIS inventory module. Ensure the inclusion of irrefutable proof of licensing for future audits.
• Ensure strict adherence to established guidelines for software licensing.

Inventory and Records Keeping:

• Systematically input all items procured or received from clients or other projects into the TAMIS inventory module. This should encompass non-expendable, expendable, and consumable items.
• Maintain exhaustive inventory records, updating details such as location, condition, responsible person, or disposal information as needed.
• Rigorously document any changes in status, location, disposition status, responsible person, or missing information within TAMIS (e.g., price, date purchased, serial number, etc.).
• Ensure strict adherence to procedures for reporting and addressing lost, damaged, or stolen project property.
• Establish a robust access control system to safeguard property and equipment from unauthorized use or disposition.

Reporting and Communication:

• Effectively communicate with relevant project stakeholders (Grants Manager, Procurement Manager, Technical Lead, etc.) to ensure they are aware of impending inventory reports and deadlines.
• Prepare and submit all required inventory reports to USAID, adhering to the specified timelines and formats.
• Collaborate closely with other relevant ERA staff and HO managers for any additional reporting or compliance matters as necessary.

About you

• Bachelor’s degree in a related field (e.g., logistics, supply chain management, economics, finance).
• Proven experience in inventory management and facility oversight.
• Familiarity with inventory management software is advantageous.
• Strong organizational, communication, and problem-solving skills.
• Exceptional attention to detail and the ability to work independently.
• Proficiency in procurement procedures and property management.
• Capability to manage multiple tasks and meet deadlines.
• Fluent English and Ukrainian are required.

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 29, 2023.

For further information about DAI GLOBAL LLC, please consult our website era-ukraine.org.ua.