Офіс-менеджер/ка / спеціаліст/ка з логістики
ЗАВЕРШЕНО
Mission description
ABOUT THE POSITION
Expertise France is looking for the Office Manager/Logistic Officer within the Shared Support Unit (SSU) of Expertise France in Ukraine. Logistics Officer will responsible for managing the logistics activities of the SSU and projects that will be implemented within the country. This involves in particular
- Managing general resources
- Organising and monitoring the logistics of missions
- Organising and monitoring the logistics of events
- Ensuring the smooth running of offices
The Office Manager/Logistics Officer will be based in Kyiv, will report to the Coordinator of Shared Support Unit (SSU). This position will be split in two position in the 2nd quarter 2024.
ROLES AND RESPONSIBILITIES
General tasks
- To ensure management, maintenance and repair of the office facilities and furniture together with the managers of the office rental site:
o Technical installations (electricity, air conditioning, plumbing, doors, etc.);
o Furniture, goods and equipment (inventory, coding, depreciation, etc.);
o Safety equipment (fire extinguishers, etc.);
- To ensure monitoring of the SSU and project assets: update and monitor file together with the procurement department and project teams, to hold bi-annual inventory work, etc;
- To organise and supervise the delivery of items/goods purchased for projects: reception and control, deliveries to implementation sites, etc;
- To manage the SSU’s consumables stock: keeping input/output sheets, updating the monitoring tool and periodic inventories, expressing consumables requirements if necessary, etc.; Preparing logistics for the arrival of new consumables;
- To prepare logistics for the arrival and departure of new staff and experts (preparing offices, office and telecommunications equipment, etc.).
Management of the IT infrastructure, network and access security
- Providing technical support for the IT equipment;
- Ensuring the maintenance and proper use of the IT equipment;
- Participate in the sizing of IT equipment for projects and the office;
- Implementing a strategy for backup, data protection and antivirus updates;
- Monitoring of the equipment additions to the stock;
- Keeping the office’s IT inventory up to date;
- Carrying out regular physical inventories of the office’s IT equipment;
- Monitoring software subscriptions and any maintenance required;
- Providing user support for technical and functional aspects of office automation;
- Where necessary, managing and monitoring the SSU’s local network.
Telecommunications management
- Maintaining an up-to-date inventory of telecommunications equipment;
- Carrying out regular physical inventories of the office’s telecommunications equipment;
- Ensuring the quality of installations and the proper operation and use of communication systems.
Missions and events management
- To supervise the organisation and logistical follow-up of missions (national and international) by EF experts and collaborators;
- To supervise the organisation and logistical follow-up of project events (steering committees, seminars, meetings, training courses, etc.);
- To ensure compliance with procedures in place for SSU-Ukraine.
Archiving
- Physical and digital archiving of documents relating to areas of responsibility.
This job description is not exhaustive given the duties performed by the person concerned.
Project or context description
About Expertise France:
Expertise France is a public agency for international technical cooperation. The agency works in four priority areas:
- Democratic, economic and financial governance;
- Stability of countries in crisis/post-crisis situations and security;
- Combating climate change and sustainable urban development;
- Strengthening health systems, social protection and employment.
In these areas, Expertise France develops and implements capacity-building projects, mobilises technical expertise and plays active role in bringing together public expertise and private know-how.
With a volume of activity of 340 million euros and over 400 projects in its portfolio in 100 countries, Expertise France’s work is part of France’s international cooperation policy and official development assistance.
Ukraine has become one of Expertise France’s countries of intervention. The agency implements national and regional projects and works on a wide range of issues (health, local governance, support for innovation and entrepreneurship, etc.).
Required profile
Diploma / Experience
- Master’s degree in logistics, economics or equivalent;
- At least 5 years’ successful experience in a logistics position with similar responsibilities in the field of cooperation/development/humanitarian aid;
- At least 5 years’ successful experience in the team management;
- Excellent command of the Office, particularly Excel and other office software;
- Knowledge of international donor systems and procedures.
Skills
- Integrity, thoroughness and organisational skills
- Communication and writing skills
- Ability to work in a team environment
- Patient and responsive
- Sense of responsibility
- Sense of autonomy, initiative, flexibility
- Ability to work under pressure
- Ability to work in a team and in a multicultural environment
- Fluency in written and spoken Ukrainian and English; French is a plus.
Location: Kyiv, with occasional travel within the country.
Additional information
Type of contract: 30-month fixed-term Ukrainian employment contract, renewable
Starting date: 1 January
Remuneration: according to EF salary scale and profile
Applications will be selected in three stages:
- First – Expertise France will review the submitted candidacy;
- Second – selected candidates will be invited to take written tests to assess their technical and linguistic skills.
- Third – short-listed candidates may be invited for an interview.
Expertise France respects equal opportunities and strongly encourages applications from women.
Deadline for application: 02/01/2024 22:03
