17.10.2023

USAID ERA looks for Аdmіnіstration Officer (Lviv)

ЗАВЕРШЕНО

Since 2018, USAID Economic Resilience Activity (ERA) has focused its activities on eastern Ukraine. In 2022, it expanded its geography of cooperation to other regions due to Russia’s full-scale invasion and occupation of part of Ukraine. In 2023, given the military and political circumstances and challenges, the U.S. Agency for International Development (USAID) changed ERA’s priorities.

ERA is one of the implementers of the U.S. Government’s Interagency Agriculture Resilience Initiative – Ukraine (AGRI – Ukraine), which aims to support Ukrainian agricultural production and exports and help address the global food crisis exacerbated by Russia’s brutal war against Ukraine. USAID supports the Government of Ukraine, including working with the State Agency for Restoration and Development of Infrastructure of Ukraine (SARDI) and the State Customs Service, through ERA, to modernize border crossing points to improve grain trade and exports, passenger traffic, and perceptions of Ukraine. ERA is also implementing the Economic Stability and Recovery Initiative (ESRI), which focuses on job retention and creation and assists small and medium-sized enterprises.

USAID ERA prioritizes work on AGRI and rehabilitating EU-facing border crossing points (BCPs). The AGRI component is extending its technical assistance to Ukrainian Agri-traders and logistics companies supporting them in increasing capacity and potential of grain export logistics. The BCP component includes complex construction management and procurement of equipment and service for BCPs to become more efficient in processing big cargos of grain and other commodities through the border.

About the job

The Administration Officer is responsible for providing day-to-day administrative and logistical support to ERA technical and operational staff and consultants. The Administration Officer will organize and coordinate office administration procedures, in order to ensure organizational effectiveness, efficiency, and safety. The Administration Officer is responsible for developing communication protocols and streamlining administrative and logistics procedures. The Administration Officer reports to the Senior Administration Manager and is based in Lviv.

RESPONSIBILITIES:

Lviv Office Management:

Manage office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and clerical functions are properly assigned and monitored.
Ensure that project property is well-maintained, kept clean, used solely for intended official purposes, and used in accordance with terms and conditions of lease or rental agreements.
Manages the process of stocking and maintaining office supplies.
Maintain accurate and complete operational record-keeping and filing systems.
Ensure that administrative records are well-organized, maintained, and updated.
Maintain communication with DAI’s home office staff on administrative and operational aspects of the project.
Support receipt and timely distribution of mail, DHL, and other communications to responsible project staff.
Coordinate conference room bookings on an as-needed basis.

Administration and Logistics:

Make local and international travel arrangements for the project staff and senior management (travel, accommodation).
Coordinate travel/logistics arrangements and maintain project travel schedule in the DAI systems.

Maintain contact with service providers including administrative services, transportation companies, and courier services providers.
Manage schedule of project activities, business meetings, and internal events, assist in scheduling and preparing travel arrangements for meetings and events.
Ensure all administrative and procurement records are properly documented in hard-copy and soft files.
Manage logistics and procurement processes, ensuring DAI and USAID rules and regulations are followed transparently.

Coordinate working schedules with ERA project drivers in Lviv. Liaise with the Finance Team to ensure driver mileage and fuel reports are all accounted for.

Petty Cash Maintenance:

Make Petty Cash transactions supporting them with respective documentation as per the project policy;
Keep the PC log and submit it to the accountant twice a month.

Reporting:

Prepare accurate and timely field reports and other documentation as required; maintain Odesa office management files.
Keep respective activity records in the DAI corporate system (TAMIS).

About you

Bachelor’s degree from a reputable university.
Must have English and Ukrainian language proficiency, verbal and written.
Demonstrated excellent interpersonal, managerial, organizational, and detail-orientation skills.
Ability to work on own initiative/proactive attitude and have strong skills in teamwork.
Ability to respond effectively to time-sensitive demands & inquiries.
Proficiency using Microsoft office suite, and other relevant software.
Experience of work in international NGOs, and donor-funded projects would be preferable.
Demonstrated strong problem-solving skills as well as exceptional customer relations (both internally & externally).
Excellent organizational skills with a willingness to take initiative and be proactive.
Extremely well-organized and self-directed individual.
Previous experience preparing and negotiating supply contracts, collection, and management accounting documentation is preferable.