Home | Vacancies | Facilities and Inventory Officer

Facilities and Inventory Officer

12 September 2024

Odesa

ERA BACKGROUND

Ukraine’s efforts to win the future – emerging from Russia’s full-scale war ready to accelerate its development as a sovereign, independent, democratic, and prosperous state – require a dynamic, inclusive economic recovery. Through partnerships with the government and robust private sector engagement, ERA has supported economic growth and resilience in Ukraine since 2018.

Following Russia’s brutal invasion of Ukraine in February 2022 and subsequent occupation of the part of Ukraine, ERA shifted from its focus on Eastern Ukraine to cover development priorities across the country that address Ukraine’s urgent needs in export logistics and infrastructural improvements.

AGRI-UKRAINE GRAIN EXPORT LOGISTICS

USAID’s Economic Resilience Activity (ERA) is one of USAID’s core partners implementing the $350 million Agriculture Resilience Initiative – Ukraine (AGRI-Ukraine) that was established in 2022 to bolster Ukrainian agricultural exports and alleviate the global food security crisis exacerbated by the war. Under AGRI-Ukraine, ERA partners with public and private companies to complement and leverage urgently-needed grain transportation and transshipment investments.

INFRASTRUCTURAL IMPROVEMENTS

ERA also directly supports the Government of Ukraine, including the State Agency for Restoration and Development of Infrastructure of Ukraine (SARDI), the State Customs Service and Ukrainian Railways, to upgrade 42 of Ukraine’s border crossing points (BCPs). Modern and more efficient border infrastructure and customs procedures will reduce export costs and increase export capacity, enabling Ukraine to scale trade and advance its path to EU integration.

ENERGY AND EMERGENCY RESPONSE (EER) SUPPORT

As one of USAID’s most flexible activities that responds to emerging and/or emergency needs, ERA is expanding its interventions that assist Ukraine businesses, communities or individuals in the fall and winter (September 2024-December 2025). The goal is to minimize the impact on the Ukrainian people and economy given recent power deficits. This is an adaptive component and ERA may also need to respond to other emergency needs in the face of ongoing Russian aggression and attacks on Ukraine’s critical infrastructure.

JOB OVERVIEW

The Facilities 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. works in close coordination with the AGRI and BCP technical staff and Environmental Compliance team to ensure power- and energy-related and environmental assessment for ERA’s interventions; In collaboration with the Procurement team, the Facilities and Inventory Officer receives, inspects, and accepts all goods delivered to USAID ERA. The Facilities 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 Facilities and Inventory Officer reports to the Facilities and Inventory Manager and is based in the Odesa office.

RESPONSIBILITIES:

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 get signed all Acts of Acceptance as per the Project Schedule of Authority (PSOA) and the Field Operations Manual(FOM).
  • 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.

QUALIFICATIONS

  • Bachelor’s degree in a related field (e.g., logistics, supply chain management, economics, finance).
  • Experience in Ukrainian power energy and technical compliance procedures for the enterprises of different industries;
  • Proven experience in inventory management.
  • 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.
  • Spoken and written fluency in English and Ukrainian is a must;
  • Experience producing technical reports and managing data;
  • Demonstrated ability to work and coordinate effectively with a wide variety of stakeholders
  • Work experience with international companies or donors- funded projects preferred;

JOB EXPECTATIONS:

In this position, you are expected to share the DAI four core values:

  • Integrity: commit to civil and ethical behavior, play by the rules, and do the right thing;
  • Responsibility: be accountable to clients, partners, grant recipients, beneficiaries, colleagues, and communities where we work. If you fall short, you own up, fix the problem, and get it right the next time;
  • Excellence: adhere to the highest technical and professional standards in innovation, learning, and service;
  • Global Citizenship: respect the cultural diversity and treat everyone everywhere with professionalism and dignity to make the world a better place.

WE OFFER

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

Benefits Package:

  • 28 calendar days of annual leave
  • 10 days of internal well-being paid leave per annum
  • Medical Insurance for ERA staff and their families
  • Life Insurance for ERA staff
  • Coverage of all expenses for the business trips
  • Military reservation is possible and granted if you are on a relevant military register

Start date: October 2024

Application process

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

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or status as a protected veteran.

Closing date for applications: September 27, 2024.

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