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 Officer plays an instrumental role in ensuring the meticulous recording, vigilant monitoring, and accurate reporting of inventory items, all while maintaining strict compliance with USAID ERA’s Fields Operations Manual stipulations. This role encompasses a wide spectrum of responsibilities, from comprehensive inventory audits to meticulous asset labeling and diligent software license management. In collaboration with the Procurement team, the Facility and Inventory Officer receives, inspects, and accepts all goods delivered to USAID ERA. The Facility and Inventory Officer possesses a keen eye for detail, impeccable organizational skills, and strong communication abilities to collaborate with vendors, clients, and project teams effectively. The Facility and Inventory Officer reports to the Facilities and Inventory Manager and is based in the Kyiv office.
Acceptance of Goods and Asset Management:
- 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.
- Coordinate delivery schedules with Procurement and Communications team members responsible for ensuring that all documentation is prepared, and acceptance of goods/equipment is organized in a proper order.
- 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.
- Adhere rigorously 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.
- 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.
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: December 2023
All applicants must send a cover letter and updated CV (no longer than four pages) in English to email@example.com
Closing date for applications: November 19, 2023.
For further information about DAI GLOBAL LLC, please consult our website era-ukraine.org.ua.