Overview
The Administrative Officer will support the OSCE Support Programme for Ukraine by managing administrative, financial, procurement, logistics, and IT functions. The role ensures compliance with organizational regulations and supports the Ukrainian Government's reform efforts.
Key Responsibilities
- Ensuring the application of the Common Regulatory Management System.
- Advising on administrative policies and management of financial and material resources.
- Implementing administrative/finance instructions and adapting them to local conditions.
- Ensuring financial resources are used in accordance with regulations.
- Acting as administrative approving officer and ensuring alternate approving officers are designated.
- Preparing financial and SPU specific reports.
- Assessing and budgeting for Programme needs for goods and services.
- Procuring goods and services in accordance with regulations.
- Providing administrative approvals for contracted Programme activities.
- Ensuring contracts are drawn up and administered according to standards.
- Approving contract awards.
- Establishing a supply chain system for goods and equipment.
- Overseeing inventory control, including receipt, inspection, supply, warehousing, transport, and distribution.
- Implementing asset management standards, including vehicle management and inventory systems.
- Ensuring efficient use and maintenance of the vehicle fleet.
- Implementing building management policies and standards.
- Implementing travel policies and ensuring cost-effective arrangements.
- Ensuring an information/technology local area network is in place and maintained.
- Ensuring telephone, radio, voice, and data transmission systems are in place and maintained.
- Securing required equipment, software, and systems for operational order.
- Implementing instructions on information technology and communication matters.
- Implementing the records and documents management system.
- Implementing the electronic retrieval system for records, documents, and archival.
- Implementing standards for classification, handling, disposal, and archival of documents.
- Liaising with local authorities on administrative issues and staff status.
- Reviewing local laws relevant for OSCE-related administrative issues.
Required Experience
A minimum of seven years (five with a second-level university degree) of progressively responsible professional experience in general administration and/or accounting, preferably in an international environment or within operational Missions.
Qualifications
First-level university degree in public or business administration, administrative law or other relevant field, preferably with specialization in finance or accounting.
