Administration and Logistics Officer

Peace Winds Japan (PWJ; https://peace-winds.org/en/) is a non-governmental humanitarian organization dedicated to the support of people in distress and threatened by conflict, poverty, or other turmoil. PWJ is currently implementing humanitarian projects inside Ukraine in partnership with national NGOs in the sectors of Health (medical supplies to public hospitals), Protection, Food, NFI as well as MHPSS with high possibility to expand/ scale up in coming months. PWJ envisions to set up an operation hub inside of Ukraine as quickly as possible. Summary of the position Administration and Logistics Officer is responsible for managing office administration, human resources, procurement and logistics so that PWJ Ukraine mission can successfully implement project activities in line with policies and requirements of PWJ and donors. She/he should exhibit adaptive management qualities that provide constructive leadership on admin/logistics aspects while supporting sound and proper financial transactions and financial reports to donors.
 
 Main tasks and responsibilities:

• Ensure that the administration and logistics procedure of PWJ Ukraine mission including human resource management comply with the policies, rules and regulations as well as requirements of PWJ’s and donors’;
• Define/ ensure all procedures and HR management tools are in accordance with labor regulations in Ukraine and act as a contact personnel with authorities such as tax office, local municipalities, banks and so on;
• Provide project administration assistance: communicate and deal with contractors, stakeholders, local authorities and so on as needed. Assist Project Manager and/or PC with day to day administrative and operational matters, financial recordings and basic accounting to ensure accuracy and reliability of financial reports; Local partner management (including communication, documentation and monitoring) as per requested by Project Manager/ PC;
• Manage contracts related to office administration including HR;
• Ensure all administrative documents are properly processed, recorded and filed;
• Manage inventory and ensure office equipment and assets are properly registered and utilized;
• In cooperation with PC, manage procurement process in line with the procurement guidelines’;
• Support preparing internal and external financial reports in a timely manner;
• Any other duties as assigned by supervisor or any person designated by him/her representative.

 Qualifications:

• At least university bachelor’s degree in business, financial management, public administration, social science, or a related field;
• A minimum of five (5) years of progressively responsible professional experience in project/programme management, administration, finance, including experience in audits, or related areas;
• Experience in the management, monitoring and evaluation of grants;
• Professionally proficient in spoken and written English and Ukrainian/Russian;
• Demonstrated ability to carry out work independently with attention to details;
• Demonstrated ability to form constructive engagement with project stakeholders and donors; and
• A team player with excellent skills in interpersonal, oral/written communications andpresentation.

 Assets:

• Law degree and/or profound working knowledge of Labour Laws in Ukraine, hands-on experiences in HR management, set up of a new office/ department;
• Security background especially work experience on security analysis for NGO field operation
• Working knowledge and understanding of Humanitarian Principles and on Humanitarian Standards;
• Public speaking ability, such as through presentations, workshops, trainings;
• Demonstrated competence in multi-tasking, working in a fast-paced environment, strategic thinking, and delivery of measurable results; and
• Japanese language skills

 How to apply:
 Please send your CV in English (with your photo, detailed work experience, original & current physical location, three (3) reference contact information from former/current supervisors) to:
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 Application due date: 25 May 2022
 Applications will be reviewed on a rolling basis.
 Only selected, successful candidates will be contacted.