The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.JOB OVERVIEW 

The Supply Chain/Admin Assistant supports the supply chain and administrative operations to ensure efficient and effective procurement, logistics, and inventory management and office management. This role is critical in facilitating the timely delivery of humanitarian aid and resources to the affected areas. The Supply Chain/Admin Assistant works closely with various departments to coordinate supply chain and administrative activities, maintain accurate records, and ensure compliance with organizational policies and procedures.

KEY RESPONSIBILITIES

1.   Fleet and transportation:  
•\tSupport coordination of transportation and distribution of supplies to ensure timely delivery.
•\tMonitor the status of shipments and provide regular updates to the Supply Chain focal point.
•\tEnsure proper documentation of all logistical activities.
•\tOversee loading and unloading activities to ensure proper handling of goods.
•\tSupport cooperation with transport providers to negotiate favorable terms and rates.
•\tAssist Fleet Officer with any other fleet management related tasks.

2.   Inventory and Asset Management:  
•\tSupport maintaining accurate inventory and asset records and conducting regular checks.
•\tEnsure all assets are properly tagged as per IRC SOPs.
•\tAssist in the management of warehouse operations, ensuring proper storage and handling of goods.
•\tAssist with preparation and submission of inventory reports as required.
•\tAssist in conducting periodic physical inventory counts and reconcile discrepancies.
•\tEnsure that all inventory practices comply with safety and regulatory standards.

3. Compliance and Reporting:  
•\tWork with Warehouse, Fleet, Asset Management and Administrative staff to prepare and maintain comprehensive records and reports on fleet, transportation, assets and administrative related tasks, as requested.
•\tEnsure data integrity and confidentiality in all reporting activities.

4. Administrative tasks:
•\tContribute to the management of supplier communication that include responding to queries, checking Invoices, arranging Purchase Requests, Payment Requests etc.
•\tReceive, register, advise, direct, and monitor internal and external visitors.
•\tEnsure that all necessary equipment and material is in place during meetings and conferences.
•\tWhen required, support and manage space allocations to permanent and visiting internal staff.
•\tPrepare and maintain travel documentation.
•\tArrange local travel and crossing travel to/from Odesa, including hotel reservation and cross border travel.
•\tOrganize office space, including furniture. Organize tours for visitors and newly joined staff members.
And any other additional tasks as per a request from the direct manager.
 
Job Requirements:

Education:  
•\tCollege degree or equivalent in Supply Chain Management, Logistics, Business Administration or related field.
•\tAdditional certifications are an advantage.

 Experience:  
•\tMinimum of 1 year of experience in supply chain, or administration, preferably in the humanitarian sector.
•\tExperience working in a multicultural and fast-paced environment is an asset.
•\tExperience with inventory management systems and procurement software is desirable.

Skills and Competencies:  
•\tStrong organizational and time management skills.
•\tExcellent communication and interpersonal skills.
•\tProficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
•\tFamiliarity with supply chain management software is a plus.
•\tAbility to work under pressure and handle multiple tasks simultaneously.
•\tStrong analytical and problem-solving skills.
•\tAttention to detail and ability to maintain accurate records.

Language:  
•\tProficiency in Ukrainian and English.

Key Working Relationships: 
Position Reports to: Field Manager
Position directly supervises:  None
Other Internal and/or external contacts: 
Internal:   Regular relationships with program staff, Operations staff, and country Supply Chain staff at all levels
External: Vendors and service providers

Standard of Professional Conduct:The IRC and the IRC workers must adhere to the values and principles outlined in the IRC Way – our Code of Conduct. These are Integrity, Service, Accountability, and Equality.