Logistics & Administration Assistant

CARE

КиївKyiv

В офісі/на місці

Повна зайнятість

Location: Kyiv, Ukraine

Reporting line manager: Logistics & Procurement Officer

Duration: 12 months (National Contract)

Conditions: Employment contract, gross monthly salary starting from €1,033, Risks allowance of €200/month (medium risks area), medical insurance and PSS. Annual leave of 28 days per calendar year.

Starting date: 1 January 2025 (or sooner)

CARE INTERNATIONAL

CARE International (CI) is among the world's largest international non-governmental humanitarian relief and development confederations. Drawing on more than 75 years of experience, CI's work reaches over 110 countries worldwide to save lives, defeat poverty and achieve social justice. CARE's vision is to seek a world of hope, inclusion, and social justice; where poverty has been overcome and people live in dignity and security. CARE focuses heavily on women and girls, and the areas of gender equality, diversity, and inclusion are at the center of our work because we know that we cannot overcome poverty and social injustice until all people have equal rights and opportunities.

CONTEXT IN UKRAINE

On 24th February 2022, the invasion of Ukraine marked a significant escalation to the conflict that started in 2014. It continues to profoundly impact the lives of people across the country at various levels. The front line is continuously shifting and there are areas under Russian military control, as well as cities under siege. Attacks on military installations and critical civilian infrastructures are conducted in the entire territory of Ukraine, often resulting in collateral civilian casualties. The conflict has caused the largest population movement in Europe since World War II, with over 5 million currently displaced within Ukraine and 6 million refugees across Europe. OCHA (Office for the Coordination of Humanitarian Affairs) had counted 14.6 million people in need of humanitarian assistance. An ongoing priority for the international humanitarian response is to reach newly accessible areas in the East and South of Ukraine, and to provide aid to previously unreachable and particularly hard-hit areas of Ukraine.

CARE UKRAINE

As CARE, we strongly believe in the importance of localization and recognize the invaluable skills and knowledge present in the local context. By working together, we can achieve quality responses and make a lasting impact on the lives of those we serve. CARE seeks to establish long-term, sustainable partnerships with civil society organizations especially WLOs/WROs that lead to more effective, locally driven, and impactful humanitarian responses, recovery, and development in Ukraine, improving the lives of the most vulnerable populations. In the first few weeks after the escalation of the war, virtually all humanitarian aid inside Ukraine was organized and implemented by local actors. These groups (together with local authorities) remain the principal aid providers but are quickly being exhausted of funds, fuel, and physical energy. Thereby, a considerable proportion of CARE's resources is dedicated to strengthening and supporting the capacities of local partners. As of September 2024, CARE Ukraine has established partnerships with over thirty local/national organizations (incl. WLO's/WRO's). From the more than 75 million euros that have been raised for Ukraine so far, more than 77% is allocated to national partners. Through the activities that have been implemented so far, CARE Ukraine has been able to reach more than 1.4 million people. While CARE Ukraine's country office is currently located in Kyiv, we also have offices in Lviv, Dnipro, Odesa, Mykolaiv and Kharkiv. Job summary:

Working under the direction of the Logistics & Procurement Officer, the Logistic and Administrative Assistant will be responsible for efficiently managing all travel arrangements for both local and international travel. This role involves liaising with travel agencies, booking accommodations, and verifying travel documentation to ensure a smooth and organized travel process for staff and visitors. The ideal candidate will be detail-oriented, well-organized, and have excellent communication skills.

Main responsibilities:

Logistics & Administration

Organize local and international travel for employees and visitors, including flights, ground transportation, and accommodations.
Manage hotel and accommodation bookings for both domestic and international stays, ensuring cost-effective and comfortable arrangements.
Serve as the primary point of contact with the travel agency, ensuring smooth communication and efficient handling of all travel requests.
Provide support to the finance department by verifying monthly invoices from the travel agency to ensure accuracy and compliance with organizational procedures.
Oversee the prompt and accurate processing of travel agency deposits, ensuring that all charges are handled within the agreed timelines and financial procedures.
Review and verify all travel forms and documentation, ensuring accuracy and compliance with the organization's travel policies.
Collaborate with internal departments to gather travel requirements and ensure that all travel-related arrangements meet organization's standards.
Ensure that all travel arrangements comply with the organization's policies and budget guidelines.
Provide support for any changes, cancellations, or last-minute travel adjustments and handle travel emergencies as needed

Others

When requested, Assist in tracking travel expenses and reconciling travel-related costs with the finance department.
In the absence of HR Officer act as a backup in handling the preparation/processing of international staff visas, residence permits, address registration; ensuring that all necessary documentation and procedures are completed in a timely and compliant manner

Security

Identify and report to the Line management and the Security team monitoring on any gaps or issues that may compromise the security setup in place.
Ensure the good respect of security and safety rules within logistics operations

Requirements & Qualifications

The post holder should be able to demonstrate the following attributes:

University degree preferably in Business administration, travel management or related field or equivalent experience in administration, minimum 2 years, including 1 year in non-profit/humanitarian sector, with an experience in similar positions
Good understanding of humanitarian principles or public/private tenders governing the procurement processes,
Good listening and negotiation skills as well as being comfortable when speaking in a group or in public
Possesses excellent oral/written communication skills in English and Ukrainian
Ability to work in a stressful environment and able to prioritize high workload with multiple tasks in a fast-paced environment with tight deadlines.
Strong computer skills - Microsoft Outlook, Word, Excel, Google, Teams/Sharepoint a plus
Willing to travel to the field from time to time
Ability to work as part of a team and culturally sensitive and able to work in a multi-cultural team.
Unquestionable personal code of ethics, integrity, diversity and trust
Experience in applying processes, and procedures
Strong organizational skills and attention to detail.
Excellent communication skills and ability to liaise with multiple stakeholders.
Proficiency in travel management platforms and Microsoft Office.
Knowledge of travel procedures and expense tracking.

Accountability within CARE

A commitment to CARE values and CARE's integrity framework is critical to working with CARE. Any candidate offered a job with CARE will be expected to adhere to the following key areas of accountability:

Comply with CARE's policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm principles and unacceptable behavior protocols.
Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.
Report any concerns about inappropriate behavior of a CARE staff or partner.

Safeguarding

Children and vulnerable adults who come into contact with CARE as a result of our activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury, and any other harm. One of the ways that CARE shows this ongoing commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

Gender equality

CARE is committed to meeting the standards of the CARE International Gender Policy (2019). Through this policy, CARE seeks to promote the equal realization of dignity and human rights for girls, women, boys and men in all diversities, and the elimination of poverty and injustice. Specifically, this policy seeks to improve the explicit incorporation of gender in programmatic and organizational practices.

How to Apply:

CARE values equal opportunities and diversity. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status or disability.

Please send your CV (in pdf format max. 4 pages) and a cover letter in English to < Відправити резюме >, no later than 23 November 2024. Please name your documents Surname_CV, Surname_Cover Letter. Put Logistics & Admin Assistant as the subject title of your email. Female candidates are strongly encouraged to apply.