Procurement Administrative Officer 1

The International Committee of the Red Cross (ICRC) is an impartial, neutral and independent organization whose exclusively humanitarian mission is to protect the lives and dignity of victims of armed conflict and other situations of violence and to provide them with assistance. The ICRC also endeavours to prevent suffering by promoting and strengthening humanitarian law and universal humanitarian principles. Established in 1863, the ICRC is at the origin of the Geneva Conventions and the International Red Cross and Red Crescent Movement. Please visit www.icrc.org for more information. In 2014 and recently, the ICRC expanded its presence in Ukraine. There are more than 600 ICRC staff working in Kyiv, Donetsk, Luhansk, Dniepro, Poltava, Sloviansk, Odesa and Vynnytsiya. 

Vacancy Notice 

The ICRC Delegation in Kyiv seeks to fill the following position: 

Procurement Administrative Officer 1 

Based in Kyiv  

AIM OF THE POSITION 

Procurement Administrative Officer 1 supports the delegation's logistics team by following up on and handling requests.

Internally, she/ he interacts with members of the local logistics team and logistics customers and externally, interacts with service-providers and local authorities.

CORE RESPONSIBILITIES 

• Draws up monthly expenditure forecasts;
• Resolves transactional problems with financial services and suppliers;
• Compiles and reconciles supplier’s invoices against purchasing documentation;
• Ensures that purchase order files are kept up-to-date and ready for audits;
• Creates and maintains supplier and product files with the Buyer;
• Initiates supply requests or requisitions;
• Provides and collects information for statistics;
• Is responsible for procurement related archiving and filing;
• Complies and reconciles suppliers` invoices against purchasing documentation;
• Ensure proper filling of official Logistics/Purchase documents – both hard copy and electronic (“Demat Portal”, JDE, etc.) and they are up to date for audits;
• Creates and maintains supplier files with the Buyer and update supplier performance indicators;
• Provides and collects information for statistics;
• Support Purchasers on specific administrative tasks;
• Prepares all necessary documents to submit for payments;
• Follows up on any missing documents for payments;
• Collects proof of payments and all relevant payment vouchers and adds it to the order file;
• Responsible for petty cash order management;
• Delegate part of petty cash to Procurement assistant;
• Follows up with requestors on clarifications;
• Ensure necessary administrative work is implemented on time;
• Know, apply and comply with all the administrative procedures linked to his (her) work (financial, Time reporting, etc.);
• Keep files up-to-date at all times, logistics external contact list, PO registration files;
• Translation of documents from English to National language and vice versa as required;
• Treatment of information: Register and treat information (general and specific) accurately and with confidentially. 

The tasks and responsibilities defined above are not exhaustive and can evolve depending on organizational needs. 

POSITION REQUIREMENTS  

Education and professional qualifications 

• University degree in accounting, procurement or business administration or similar;
• 3+years’ professional work experience in similar field of activity;   
• Excellent command (spoken and written) Russian and English languages; 
• Good computer literacy (Excel/ Word), and MS Project Management Suite or equivalent; 
• Knowledge of the procure-to-pay (P2P) process or enterprise resource software an asset.

 Personal Competencies 

• Genuine interest to work for humanitarian sector;
• High level of motivation, commitment to accuracy;
• Ability to demonstrate flexibility and taking initiatives;
• Excellent communication and interpersonal skills;
• Strong sense of responsibility;
• Capacity to adhere to and to implement procedures;
• Ability to work methodically with demonstrated analytical skills. 

Your profile

• Genuine interest to work in humanitarian aid field;
• Strong interpersonal skills and customer service attitude;
• Strong sense of autonomy and responsibility;
• Good team player. 

We offer a rewarding and enriching work in a humanitarian and international environment, and also:

• Initial training and on-boarding organised
• Opportunity to work and grow in an international working environment in humanitarian sector
• Good working condition and competitive salary with benefits. 

Starting date: June 2022

HOW TO APPLY

Please submit your CV, along with your motivation letter in English and salary expectations only to the attention of Human Resources Department.

Deadline for applications: 19.05.2022

Only candidates meeting the above-mentioned criteria will be considered and contacted for tests and/or interview. No queries by phone please.