Requisition ID: req59177

Job Title: Supply Chain/Admin Assistant

Sector: Supply Chain

Employment Category: Fixed Term

Employment Type: Full-Time

Open to Expatriates: No

Location: Odesa, Ukraine

Job Description

JOB OVERVIEW 

The Supply Chain/Admin Assistant supports the supply chain and administrative operations to ensure efficient and effective procurement, logistics, and inventory management and office management. This role is critical in facilitating the timely delivery of humanitarian aid and resources to the affected areas. The Supply Chain/Admin Assistant works closely with various departments to coordinate supply chain and administrative activities, maintain accurate records, and ensure compliance with organizational policies and procedures.

KEY RESPONSIBILITIES

1. Fleet and transportation:
•Support coordination of transportation and distribution of supplies to ensure timely delivery.
• Monitor the status of shipments and provide regular updates to the Supply Chain focal point.
• Ensure proper documentation of all logistical activities.
• Oversee loading and unloading activities to ensure proper handling of goods.
• Support cooperation with transport providers to negotiate favorable terms and rates.
• Assist Fleet Officer with any other fleet management related tasks.

2. Inventory and Asset Management:
• Support maintaining accurate inventory and asset records and conducting regular checks.
• Ensure all assets are properly tagged as per IRC SOPs.
• Assist in the management of warehouse operations, ensuring proper storage and handling of goods.
• Assist with preparation and submission of inventory reports as required.
• Assist in conducting periodic physical inventory counts and reconcile discrepancies.
• Ensure that all inventory practices comply with safety and regulatory standards.

3. Compliance and Reporting:
• Work with Warehouse, Fleet, Asset Management and Administrative staff to prepare and maintain comprehensive records and reports on fleet, transportation, assets and administrative related tasks, as requested.
• Ensure data integrity and confidentiality in all reporting activities.

4. Administrative tasks:
• Contribute to the management of supplier communication that include responding to queries, checking Invoices, arranging Purchase Requests, Payment Requests etc.
• Receive, register, advise, direct, and monitor internal and external visitors.
• Ensure that all necessary equipment and material is in place during meetings and conferences.
• When required, support and manage space allocations to permanent and visiting internal staff.
• Prepare and maintain travel documentation.
• Arrange local travel and crossing travel to/from Odesa, including hotel reservation and cross border travel.
• Organize office space, including furniture. Organize tours for visitors and newly joined staff members.
And any other additional tasks as per a request from the direct manager.
 
Job Requirements:

Education:
• College degree or equivalent in Supply Chain Management, Logistics, Business Administration or related field.
• Additional certifications are an advantage.

 Experience:
• Minimum of 1 year of experience in supply chain, or administration, preferably in the humanitarian sector.
• Experience working in a multicultural and fast-paced environment is an asset.
• Experience with inventory management systems and procurement software is desirable.

Skills and Competencies:
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with supply chain management software is a plus.
• Ability to work under pressure and handle multiple tasks simultaneously.
• Strong analytical and problem-solving skills.
• Attention to detail and ability to maintain accurate records.

Language:
• Proficiency in Ukrainian and English.

Key Working Relationships: 
Position Reports to: Field Manager
Position directly supervises: None
Other Internal and/or external contacts: 
Internal: Regular relationships with program staff, Operations staff, and country Supply Chain staff at all levels
External: Vendors and service providers