Overview
Provides administrative, financial, logistical, and programmatic assistance to the Humanitarian Programme team for smooth programme implementation in the Ukraine Country Office.
Key Responsibilities
- Provide administrative and logistical support for programme work plans, budgets, and proposals.
- Support executing agencies on delivery and reporting of activities and finances.
- Arrange travel, process travel claims, and coordinate with finance and programme staff.
- Assist in organizing meetings, trainings, workshops, and events.
- Support personnel administration for international and national staff.
- Monitor and maintain administrative records and filing systems.
- Enter and update administrative and operational transactions in the Quantum ERP system.
- Support office compliance with UNDSS security requirements.
- Develop and maintain a database for Humanitarian Programme documents.
- Support retrieval, collection, and analysis of project-related data.
- Coordinate and organize asset management and procurement processes.
- Monitor office stationery and security supplies.
- Provide inputs to office procurement plans and monitor implementation.
- Review procurement requests and initiate procurement procedures.
- Organize and support procurement activities and processes.
- Monitor timely submission of deliverables and processing of payments under SSAs and contracts.
- Compile and maintain documents for hiring consultants or amending contracts.
- Gather necessary documents for vendor profiles, e-requisitions, purchase orders, and vouchers.
- Provide administrative support to the financial management of the Humanitarian Programme.
- Create projects in Quantum system, prepare budget revisions, and determine unutilized funds.
- Monitor and prepare budgets and finances of programmes/projects.
- Prepare non-PO vouchers for development projects.
- Process payments for consultants and create requisitions in Quantum system.
- Provide administrative support to resource mobilization by organizing and processing donor and programme team documentation.
- Provide administrative support to training for office staff and partners on programme and operations issues.
Required Experience
At least 5 years of progressively responsible experience in administration, finance, procurement and/or logistic support is required. Experience working with multiple office software packages is required. Experience in the use of ERP systems, preferably Oracle Cloud, is desirable. Experience in supporting a team is desirable. Experience working in UN agencies is desirable.
Qualifications
Bachelor’s degree or higher is required, ideally in business administration or a related field.
