Term of Reference

Admin and Logistic Assistant - Mykolaiv (National Staff)

JOB TITLE: Admin and Logistic Assistant - Mykolaiv

Duty Station: Mykolaiv

Working area: Mykolaiv Oblast

Line Manager: Country Finance Manager

Category: D-E

WeWorld Background:

WeWorld is an INGO working across 27 countries and is part of ChildFund Alliance. WeWorld has a long-term experience in implementing multi-sectorial responses emergencies (e.g., Syria, Palestine, Haiti, Mali). In Ukraine WeWorld has been providing multi-sectoral lifesaving assistance in Lviv, Kyiv, Kharkiv and Odessa Oblasts, and in newly liberated areas leveraging on existing partnership and capacity to timely identify and respond to needs.

WeWorld offices are so far established in Lviv, Kyiv and Kharkiv and within the next month in Mykolaiv.

Main Duties and Responsibilities:

Under the direction and supervision of the Country Finance Manager, the Admin and Logistic Assistant will be responsible for the compliance of the project accounting documents with WeWorld and international donors’ policies. He/She will ensure the correct logistic of the project activities and the maintenance of WeWorld assets and premises.

In particular, she/ he will be requested to:

Administration and Accounting

• Prepare payment requests for finance department with all the necessary documents for purchases made for administration expenses.

• Responsible for the accounting records of the WeWorld sub office, using the accounting program and/or through other instruments (ex cashbook).

• Verify the allocation of the accounting records in the correct budget lines, in coordination with the Project Managers.

• Verify the compliance of the supporting documents and the archiving both physical and digital copies.

• Managing cash in accordance with WeWorld’s procedures.

• Provide regular updates of expenditures to the CountryFinance Manager.

• Ensure compliance with Local Operational Manual and develop procedures to implement organizational policies.

Logistics

• Manage the assets and logistics of the sub office including supply chain, equipment, vehicle/transport, IT/communication.

• Manage the proper set up / running of base premises (office, guest house).

• Supervise the organization, planning, and maintenance of the fleet.

• Evaluates/reports the need and ensures the proper use of the equipment.

Procurement

• Responsible for the procurement at sub office level in compliance with WeWorld procedures and donor’s requirements.

• Support on suppliers/vendor assessment and identification, setting up framework agreements with suppliers of goods, works and services in coordination with Logistic & Procurement Manager.

• Monitor supply market and conduct market surveys & analysis to ensure value for money in procurement.

• Review procurement documents for accuracy before taking payment for approval.

• Verify that all projects’ procurement dossier are complete, and maintain the files and documentation in correct archiving.

• Ensure the timely preparation of all projects’ documents during audits and or project expenditure verifications.

Finance and Planning

• Collaborate with the Finance & Logistic Department in monitoring the status of the expenditure according to the approved budgets, in order to avoid over or underspending.

• Collaborate with the Program Department in the preparation of budget amendments if necessary.

• Any other duty requested by the line manager.

Required Qualifications:

Education & Experience

- University studies related to the position

- 3 years of relevant working experience

- Proven experience working with accounting systems

Languages & Skills

- Working language Ukrainian

- Fluency in English (oral and written)

- Excellent skills with Excel

- Ability to work with limited supervision

- Strong interpersonal and teamwork skills, maintaining effective working relationships with people of diverse cultural and national backgrounds

Desirable Knowledge

- Training on accounting subjects

- Experience in working with INGOs

- Experience in humanitarian emergencies

- Expertise in Microsoft office software

- Data Management skills

Please send your CV and Resume Letter in English (max. 4 pages) by email to [email protected] with objective> Admin and Logistic Assistant Mykolaiv no later than 31 August 2023 at 23:59 Kyiv Time.