Фахівець/чиня з адміністративних питань та логістики

Position: Administrative and Logistic Officer

Location: Kyiv, Ukraine

Supervisor: Deputy Team Leader- Operations (DTL-O)

Deadline for applications submission: March 6, 2026.

Context: U-RESTORE is a five-year initiative funded by Global Affairs Canada and implemented by Cowater International in partnership with Ukrainian civil society and academic institutions. The project seeks to improve the resilience of communities, particularly women and groups in vulnerable situations, in 12 hromadas across two oblasts in government-controlled areas of Ukraine by fostering a collaborative and transparent local recovery process. U-RESTORE will increase the effectiveness of national ministries and hromadas in coordinating and managing gender-responsive and inclusive recovery, while strengthening Ukrainian civil society to better influence recovery and hold government accountable. The Project will work with civil society organizations, especially those representing women and groups in vulnerable situations, to influence recovery decision-making in hromadas and foster inclusive and transparent governance. It will also implement social infrastructure reconstruction and small-scale economic development projects responding to priority community needs.

 Description of Position: Under the supervision of the Deputy Team Leader for Operations, the Administrative and Logistic Officer is responsible for providing efficient administrative and logistical support to ensure the successful implementation of the U-RESTORE project in Ukraine. This role includes managing office administration, office related procurement, inventory and asset tracking, coordination of travel and meetings, and document collection, recordkeeping, and reporting. The Administrative and Logistics Officer will collaborate closely with the HR Specialist, Procurement and Administration Manager, Security Manager and Finance Manager to ensure effective coordination and proactive management of all administrative and logistic operations.

 Responsibilities:

 Administrative Coordination

• Maintain an organized and comprehensive filing system for all project documentation, including correspondence, contracts, and reports, in both electronic and hard‑copy formats.
• Ensure that all operational needs of the Kyiv office and two regional sub‑offices (e.g., supplies, maintenance, utilities, and service contracts) are identified and addressed in a timely manner to support efficient day‑to‑day operations.
• Coordinate internal and external meetings, events, conferences, workshops, and training sessions, including logistics and administrative support under supervision of Procurement and Administrative Manager.

 Logistics and Procurement

• Coordinate office‑related procurement of goods and services in accordance with project procedures and donor policies.
• Prepare and maintain all procurement documentation, including purchase requests, purchase orders, and supplier contracts, ensuring accuracy and compliance with required standards.
• Manage travel, accommodation, and transportation arrangements for project staff and consultants, working closely with the Security Manager and the Procurement and Administration Manager to ensure safety, cost‑effectiveness, and operational efficiency.
• Coordinate logistical arrangements for staff and consultants, including travel, accommodation, workspace, and other operational requirements.
• Coordinate the daily use of project vehicles, including assignment and scheduling for staff and activities. Maintain vehicle track mileage and ensure accuracy in fuel and travel records.
• Monitor and schedule regular vehicle servicing, repairs, registration, and insurance renewals.
• Ensure vehicles are used in compliance with safety and security protocols.
• Report and follow up on any accidents, damages, or vehicle issues promptly.

 Asset Management

• Maintain updated inventory records for all project supplies and materials.
• Conduct regular inventory tracking and physical stock verifications.
• Tag and register all project assets, ensuring they are tracked and maintained appropriately.
• Conduct periodic project asset checks at field locations to verify condition, proper use, and security.
• Document any losses, damages, or transfers, and support disposal or replacement processes.

 Donor Compliance & Policy Implementation

• Ensure strict adherence to Global Affairs Canada requirements and Cowater International Inc.’s Procurement and Operations policies, procedures, and guidance across all administrative, logistical, and office‑related procurement activities.
• Maintain well‑organized and compliant filing systems for all office‑related procurement, logistics, consultant recruitment, and inventory documentation.
• Provide guidance and clarification to project staff on administrative procedures and policy interpretation to support consistent and compliant implementation.
• Support the preparation and facilitation of internal and external audits, and assist in implementing corrective actions for any identified risks or non‑compliance issues.
• Integrate principles of gender equality, social inclusion, and conflict sensitivity into all operational, administrative, and procurement processes, ensuring alignment with project values and donor expectations.

 Operations and HR Support

• Support Deputy Team Lead for Operations with maintaining and updating project registration documents as required by local authorities.
• Support HR Specialist with collecting necessary documentation for staff military reservation requests or renewals, in line with local legal requirements.
• Support the HR Specialist, as needed, with tracking and compiling staff timesheets, leave records, and other HR‑related documentation.
• Assist, as required, in the recruitment of project staff and consultants, including drafting and posting TORs, collecting applications, organizing interviews, and supporting the preparation, signing, and filing of consultant contracts.
• Manage petty cash and ensure timely submission of financial documentation.
• Perform other duties as assigned by the Deputy Team Lead for Operations.

Requirements

Education:

 Bachelor’s degree in Business Administration, Logistics, Economics, Management, or other related fields.

 Experience:

• A minimum of 3-5 years of progressively responsible experience in administration, logistics, or project operations, preferably within donor‑funded international development initiatives.
• Knowledge of procurement and inventory management best practices, as well as familiarity with relevant Ukrainian legislation.
• Demonstrated ability to build and maintain effective professional relationships with colleagues and stakeholders at all organizational levels.
• Advanced computer proficiency and strong digital literacy skills, including the ability to work with a range of software and online tools.
• Proven ability to work independently while managing multiple priorities in a fast‑paced, high‑pressure environment, consistently exercising sound judgment that upholds the project’s reputation.
• Knowledge of Global Affairs Canada compliance standards and reporting procedures is considered a strong asset.
• Familiarity with gender‑responsive budgeting and financial oversight of community‑driven development initiatives is an asset.
• Commitment to human rights, gender equality, and social inclusion principles in all aspects of work.
• Excellent communication, facilitation, and reporting skills, with strong attention to detail and accuracy.

Language Proficiency:

Candidates must possess fluency in English and proficiency in Ukrainian.

Employment Conditions:

The ideal candidate will be a Ukrainian national already living in/based in Kyiv and ready to work from the office mostly (Golden Gate Metro Station area).

Application Process

Candidates are encouraged to apply as soon as possible as interviews will be conducted on a rolling basis. For your application to be considered, please send you CV to email: [email protected] titled as followed: Candidate Last Name, First Name, date, Title of the Position. Kindly mention your salary expectations. Deadline – March 6, 2026. 

We are dedicated to fostering an inclusive and diverse workplace. We particularly welcome and encourage applications from women, individuals from diverse backgrounds and diverse identities, and Ukrainian nationals to apply.

Cowater International is an equal opportunity employer, basing employment on merit and qualifications as they relate to professional experience and position expectations. Cowater does not discriminate against any employee or applicant on the basis of race, religion, sex, gender identity, disability, age, or any other basis protected by law.

We thank all applicants, however only those short listed will be contacted.

About Us

Cowater International is a leading global development consulting company founded in 1985. Headquartered in Ottawa, Canada and with corporate hubs in Montreal, Canada, Brussels, Belgium, and London UK. Cowater International has successfully delivered a portfolio of over 2500 projects and assignments in more than 95 countries. We work with governments, private sector actors and communities implementing projects that support socio-economic development, institutional strengthening, environmental improvements and advance equal opportunities for all. We are a diverse and experienced team committed to building a better tomorrow for the people we serve. Our adaptive approach to management has led to our yearly award-winning work and recognition as one of Canada’s Best Managed Companies since 2017.
We thank you for your interest in building a better tomorrow.