Logistics and Administrative Officer

Job Title:                                         Logistics and Administrative Officer

Department:                                  Operations

Division:                                            Logistics & Procurement

Duty Station:                                  Odesa, Ukraine

Line Manager:                                 Senior Logistics Officer

Line Management Responsibility: N/A

Position Type:                                  Full-time

Nonviolent Peaceforce (NP) is a dynamic, international non-governmental organisation. We work with people affected by violent conflicts to enhance their security and dignity through Unarmed Civilian Protection (UCP). We work to reduce violence, protect civilians in countries affected by violent conflict and its aftermath, and help transform the world’s response to conflict situations.

Overview:

The role is within the Nonviolent Peaceforce -Ukraine Country Office (CO) to provide a central support service to multiple departments. We are looking for someone with a passion for organisation and accuracy looking to use their skills in complex administration, multi-tasking and problem-solving to make an impact on NP’s administrative and operational duties.

Job Summary:

This varied role, will require a high-level of organisational, communication and IT skills to provide a key central support function to various teams: HR, Finance and the Field teams, in particular the Field Programme Officers (FPO).

The role supports the NP-Ukraine CO team with administrative and operational duties. This includes performing a variety of administrative tasks, including supporting domestic and international travel requirements, booking accommodation, management of office and accommodation contracts, management of the office administration, asset management and support with the planning of meetings or events.

Key Responsibilities:

Commitment to NP Principles:

• Demonstrate a commitment to NP’s mandate and principles.
• Maintain a positive image of the organisation full-time while communicating with external actors, staff or operating in the field.

Support to Logistics:

• Responsible for asset management (registration, tracking on Salesforce, lead the implementation of asset management system, etc.) for NP.
• Support the FPOs for asset management.
• Support the FPOs with the procurement process, including tenders, bid analysis and ensuring all procurement documentation is collated and PR tracker updated.
• Responsible for fleet management (collation of documentation, vehicle management).
• Focal point for office and accommodation rental agreements and technical services.
• Logistics support focal for the Odesa Programme team.
• Other logistics tasks upon request from the Senior Logistic Officers.

Support to Administration:

• Provide technical support for logistic related tasks to the HR and Administration Assistant.
• Responsible for travel and accommodation arrangements where bid analysis is required.
• Support to finance for Interco monthly reporting (e.g. documentation for payments, tracking of payments).
• Other administrative support as necessary.

Qualifications:

• High school diploma.
• Good knowledge and understanding of the conflict context in Ukraine expected.
• Highly proficient in the use of Microsoft applications, in particular Word & Excel, other applications an asset. High level of computer literacy, knowledge of Salesforce a significant benefit.

Key Challenges:

• Building and sustaining collaborative partnerships, negotiating, and resolving contentious issues and conflicts of interest while managing and balancing varied, diverse stakeholder priorities across a geographically dispersed region.

Skills and Competencies:

• Experience in I/NGO administration, office management, procurement and/or logistics.
• Good knowledge and understanding of the conflict context in Ukraine expected.
• Strong communication skills, both written and verbal in English and Ukrainian.
• Excellent problem-solving and analytical abilities.
• Ability to work effectively in a team and independently.
• Ability to manage information with discretion.
• Independent Judgment/Analytical: Ability to set priorities, solve problems and analyse.

Preferred Qualifications:

• Experience working in NP or similar organisation.
• Familiarity with INGO logistics and administration structure and function with preferred experience within NP.

Working Conditions:

• This country office position includes travel to field locations (Donetsk, Kharkiv, Mykolaiv and Kherson) and may include challenging living conditions, limited access to amenities, and potentially unstable and changeable security situations.
• You must be prepared to live in basic accommodation, which may include shared housing during travel and field site support tasks.
• Demonstrated ability to adhere to strict security protocols and maintain high level of discipline.

Application Process

• Candidates meeting the above requirements are requested to submit a CV (max. 2 pages) and cover letter (max. 1 page), through our website detailing their experience and how they qualify for the Incomplete applications will not be considered.
• The closing date for applications is 23 April, 2024.
• Candidates may be selected before the closing date; apply early.
• As part of the recruitment process, shortlisted candidates may be asked to complete a technical assignment before participating in an interview.

SPECIAL NOTICE

Nonviolent Peaceforce is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability.

Nonviolent Peaceforce acknowledges the duty of care to safeguard and promote the welfare of employees, contractors, volunteers, interns, communities we work with, and other stakeholders and is committed to ensuring safeguarding practice reflects statutory responsibilities and government guidance and complies with best practices in the Humanitarian and Development sector.NP expects all staff and volunteers to share this commitment through our code of conduct. We prioritise ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks,

which can include criminal records and terrorism finance checks. NP also participates in the Inter Agency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.

NO FEE

We never ask for payment as part of our selection process, and we always contact candidates via our corporate accounts and platforms. If you are approached for payment, this is likely to be fraudulent. Please check whether the role you are interested in is posted here on our website.