Terms of References

ADMINISTRATIVE-LOGISTICIAN ASSISTANT (National Position) – Mykolaiv, UKRAINE

WeWorld Background:

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

WeWorld seeks an Administrative-Logistician assistant to support the WEWORLD Program in the sub-office of Mykolaiv.

The Administrative-Logistician 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.

Duty Station: Mykolaiv

Level of Effort: full time

The duration of the contract: 3 months’ probation period, with extension based on performance.

Line Manager: Logistic & Procurement Manager

MAIN TAKS AND RESPONSABILITIES

Administration & 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 GVC’s procedures.

•  Provide regular updates of expenditures to the Finance 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.

Preferred Qualifications and Skills:

•  BA degree relevant to the position

•  Degree or proven certificates on completion of accounting training

•  1-years’ experience in accounting and administration with an INGO

•  Proven experience working with accounting systems.

•  Excellent skills with Excel.

•  Prior experience working in a fast-paced environment and with strict deadlines.

•  Good time management and organizational skills.

•  High level of Ukrainian proficiency.

•  English proficiency is highly desirable and is an advantage.

The recruitment process may be closed early if a suitable candidate is found. Due to the large number of applications, we apologize in advance and will only respond to profiles suitable for the position. Please send your CV and Resume Letter in English (max. 4 pages) by email to [email protected] with objective> Mykolaiv_Admin&Log Assistant, no later than 18 June 2023 at 23;59 Kyiv Time.