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Logistic and administrative assistant

Premiere Urgence Internationale
3 года назад
19 марта 2021
Киев

Premiere Urgence Internationale (PUI) is a non-profit, non-political and non religious humanitarian NGO. PUI started humanitarian intervention in Ukraine in February 2015. The mission's objectives are to improve or restore equitable access to primary health care for the local and displaced population affected by the military conflict and to improve their living conditions by covering their fundamental needs.

 Place of work -  Kyiv

Qualifications

Education Degree: Secondary Education or specialist’s degree or Bachelor’s degree in Business Administration / Logistics  or other related field 

Work experience: At least 6 months’ experience in administration / logistics or other related field

Language Skills: Fluent in Ukrainian, Russian, and upper intermediate level in English (speaking/reading/writing)

Knowledge & skills: Good critical thinking; Ability to synthesis a wide scope of information, solid organizational skills, excellent communication and interpersonal skills. Basic programmatic, financial, is highly desirable.

Knowledge of computer networking system and computer system would be an asset.

Computer skills: Confident user of Microsoft Office (with focus on Excel and Word)

 Tasks and Responsibilities:

 1. Management of supplies.

  • Logistics and Administrative Assistant is responsible for day to day management of supplies, such as: drinking water, office consumables, household items, food items for Kiev office;
  • Creates and supports the Logistics Coordinator in updating the price lists and vendor databases at Kiev level.
  • Following the standard procurement procedures of Premiere Urgence Internationale (PUI), raises and follows up on each and every Purchase Request at Kiev level.
  • Verifies and processes quotation requests, purchase request and purchase orders, upon request.
  • Composes, archives and files the purchase folders / dossiers, in accordance with archiving and filing procedures of PUI in Ukraine.
  • Upon request of Logistics Coordinator, takes a lead in negotiations with supplier and vendors at Kiev level. Follows the implementation process of each and every purchase done at Kiev level.
  • Supports the Kostiantynivka Base Logistics in monitoring the deliveries and dispatches of any items between the bases in Ukraine.
  • Negotiates prices, deadlines and methods of deliveries. 
  • Creates the suppliers’ databases for Ukraine mission and ensures that relationships with suppliers are monitored and well established.
  • Updates and follows up on the Procurement Follow up tracker and reports any issues related to this report.

 2. Office and GHs management.

  • Supports the Logistics Coordinator in identifying the new offices or Guest Houses upon requests and when needed, collecting the information needed and performing the market surveys and researches. 
  • Responsible for Premises Contracts Follow Up (CFU) and of its renewals at Kiev level.
  • Notifies the Logistics Coordinator on any changes in pricing of any premises or any other information related to premises management.
  • Responsible for day to day management of all supplies of drinking water, consumables, household and some food items at guest houses of PUI in Kiev, Ukraine.
  • Once a week is responsible for making rounds through all the Guest houses and any other premises in Kiev for identification of any needs or repairs to be done and reports back to his/her direct line manager.
  • Prepares the documents, gives the meters to relevant authorities and responsible for timely payment the office and Guest house’s utilities with reporting to the Finance department, according the PUI procedures.   

 3. Assets Management – Computer, Telecom and Energy.

  • Monitors equipment (condition, localization, owner / donor...) through regular updating of monitoring tools.
  • Following the standard PUI Assets and Equipment Management procedures, issues and keeps a record of all Assets and Equipment issued to staffs. Reports to direct line managers on any issues related to Assets and Equipment in Kiev Office.
  • Ensures proper installation and setting of equipment and manages their good operation, maintenance or repairs.
  • Checks the use of equipment and proceeds if needed with operating procedures’ adjustments.
  • Reports back to Direct Line Managers on equipment list at the end of every month. 
  • Identifies the IT and service provider companies for servicing and maintenance of computers or any other IT equipment in Kiev Office and GH.
  • Stays in touch with Cellular Network providers and Internet Services Providers’ (ISP) representatives in Ukraine and reports back to direct line managers on any information or issues related to mobile network providers or internet on time.
  • Makes sure that the contracts for above mentioned network providers are up to date.
  • Proceeds with the monthly payments for the mobile network providers.
  • Upon requests of direct line managers, identifies and provides information on improving the Internet or any other network providers’ services.
  • Makes sure that all equipment or assets in Kiev office level are in good working conditions.

4. Transportation and Post / Mails Management.

  • Provides reliable information on availability of taxi services in Kiev to all staffs and newcomers to PUI in Ukraine.
  • Manages the rented vehicle (rental driver) in Kiev office, making sure that all the transport requests are followed up and the staffs traveling or taking the vehicle are informed in time. The information should be shared via emails, in order to keep a track and follow up on transport movements.
  • Sends and receives all correspondence. Takes over the Courier functions and upon request delivers all the requested items to final destinations.
  • Makes sure that the logbooks of rented vehicle is signed by the driver and the person requesting the vehicle.
  • Collects the invoices and receipts for the rented vehicle and calculates and provides the monthly payments for the rented vehicle to finance for further process of payments. 
  •  Organizes the Airport pick-ups and drop-offs for the newcomers or for the expatriates requesting the Airport drop-offs / pick-ups. Makes sure that the driver has all the visibility signs of PUI and security envelope if necessary according the security standards of PUI.
  • Responsible for purchasing of tickets (railway train / air) for the staff members or guest of PUI in Ukraine.
  • Responsible for sending the information on new arrivals with their contact info to all PUI staffs concerned.

 5. Accounting and cash management

  • Controls of the enforcement of cash payments rules and of good registration of the transactions on daily basis.
  • Sends the monthly cashbook package to the Finance Manager.
  • Collects and prepares all supporting documents linked to the monthly cash accounting closure. 
  • Ensures the physical check of the invoices and cash inventories in each Journal on weekly basis and at the end of each month. Weekly cash inventories balance must match with transactions registered in Cash book.
  • Supports Finance Manager in establishment of a statement of needs for liquid assets.
  • Carries out payment and closure of advances, in accordance with established procedures.
  • Keeps the advance books and cash journal.
  • Records budget allocations and accounting codes of the expenses
  • Before recording of any transaction checks that the supporting documents comply with PUI procedures.
  • Ensures that accounting documenting are translated if necessary.
  • Converts currencies at the Finance Manager request.
  • Checks cash balances daily and reports any discrepancies to the Finance Manager.
  • Archives accounting documents in accordance with PUI procedures, after a final check of supporting documentation,
  • Ensures cash box security and confidentiality of information.

 6. Administrative Responsibilities.

  •  The Logistics and Administrative Assistant is an interlocutor between the logistics and administrative department of PUI in Ukraine.
  • Responsible for submission of complete pack of document for payments to Kiev Administrative department, including prior translation of invoices to English following procedures.
  • On request, provides interpretation and translation services for conversations between PUI personnel and / or its contactors or suppliers.
  • On request, provides interpretation and translation services for official documents that are in need of translations.
  • Responsible for accommodation of any guests or PUI staff members upon arrival to mission in Ukraine: booking of hotels, and so on.
  • Upon request of Admin department, keep a close contact with the cleaner of PUI in Kiev and updates on any cleaning or any other issues related to GH or Office management.
  • Supports the Admin Department in organizing the filing system (collecting, archiving, scanning documents), and preparing the documents to be sent to Paris HQ.
  • Any other duties and responsibilities requested by admin department and upon request.

 7. Archiving / audit preparation support.

  • Supports, reviews and archives of procurement files for potential upcoming audit.
  • Supports archiving of accounting documents as per Archiving procedures in PUI.

 CONDITIONS

Starting time: April 2021

 HOW TO APPLY:

Interested candidates should submit their CV and cover letter including at least 2 reference contacts.

Application should be sent before 31.03.2021

 Only candidates shortlisted will be contacted. PUI reserves the right to close the vacancy prior last day of application submission.

Aleksandra

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