Supply Chain and Administrative Officer
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 and Administrative Officer is an integral member of the Supply Chain Department, supporting the effective management of warehouse, inventory, administrative and operational activities. The position is responsible for maintaining accurate warehouse and inventory records, supporting receiving and dispatch processes, coordinating office and facility-related administrative needs, and ensuring timely completion of relevant documentation.
KEY RESPONSIBILITIES
- Warehouse and Inventory Management
- Receive and document materials from suppliers and other sources.
- Inspect materials upon receipt and ensure required documentation is complete and accurate.
- Support the timely dispatch of materials and maintain accurate dispatch documentation.
- Regularly update stock cards, bin cards, warehouse registers and relevant inventory systems.
- Maintain accurate records of incoming and outgoing materials.
- Support the management of Contribution-In-Kind (CIK) and closed-grant inventory.
- Support stock replenishment based on approved purchase requisitions and inventory management procedures.
- Assist Program staff with loading and unloading materials when required.
- Support the organization and effective use of warehouse space and storage facilities.
- Support pharma warehouse management where applicable.
- Participate in periodic inventory cycle counts, physical inventory checks and year-end inventory counts.
- Document inventory findings, discrepancies and reconciliations and report them to the Supply Chain Manager.
- Support the preparation of timely and accurate inventory and warehouse reports.
- Administrative and Office Support
- Consolidate office stationery, kitchen, hygiene and other operational supply needs and raise purchase requests as required.
- Support office and facility management, including communication with landlords and follow-up on maintenance or repair issues.
- Support furniture, equipment and facility-related requests and coordinate with Procurement and relevant departments.
- Support the organization of office space and seating arrangements for visiting and permanent staff.
- Support internal and external visitors with travel arrangements and hotel bookings when requested.
- Support the management of cleaners and other office service providers, where applicable.
- Support the preparation and verification of hotel and other operational invoices in line with IRC procedures.
- Support the organization of internal and external meetings, including venue arrangements, required equipment and materials.
- Coordination and Compliance
- Liaise with suppliers, partners, landlords and other external stakeholders as required.
- Ensure all activities and documentation comply with IRC policies, procedures and relevant SOPs.
- Provide additional support to the Supply Chain Manager and Field Manager as required.
- Perform any other duties related to the position as requested by the direct manager.
Concerning all client-facing staff:
- Information sharing - Regularly share and discuss timely, accurate and relevant information in local
languages with communities about: - access and eligibility to service, -expected staff behaviors and
code of conduct, - community feedback, safeguarding mechanism and how to use them.
- Facilitating participation - Identify and provide communities with opportunities to participate in and
guide programs - from assessment and design through to monitoring and evaluation. Talk with
communities about how they would like to be involved in decision-making and discuss with
management how this can be facilitated.
- Feedback collection and reporting - Establish or promote the formal feedback mechanism - aligned
with organizational best practice - to capture, monitor, respond to and act on feedback and
complaints from communities.
For people managers:
- Foster ongoing learning, honest dialogue, and reflection at team level to strengthen safeguarding,
wellbeing and duty of care, and to promote IRC values and adherence to IRC policies.
- Lead by example and support IRC’s commitment to taking all necessary preventive measures and
creating an environment where people feel safe and can report misconduct.
For FMT and ESMT members:
- Model accountability and commitment to safeguarding all staff, partners, clients and others the IRC
works with to build a culture of prevention of safeguarding violations in our workplace and our
programs.
- Model accountability and commitment to wellbeing of all staff, partners, clients and others, the IRC
works with to build a culture of duty of care in our workplace and our programs
Education: Diploma or degree in Supply Chain Management, Logistics, Business Administration, Finance or a related field. Equivalent relevant professional experience may be considered.
Experience: At least 1-2 years of relevant professional experience in supply chain, logistics, warehouse, administration or a related field. Inventory management, warehouse documentation and/or operational administration. Working with suppliers, service providers and internal stakeholders. Experience in humanitarian or development programs is desirable. Experience working in an international or multicultural organization is desirable.
Demonstrated Skills and Competencies:
- Good knowledge of supply chain, warehouse and administrative procedures and tools.
- Competent in Microsoft Office 365, including Word, Excel, Outlook and PowerPoint.
- Strong organizational and time-management skills, with the ability to prioritize and deliver tasks on time.
- Full professional competency in Microsoft Office Suite, especially Word, Excel, PowerPoint.
- Fluency in spoken and written Ukrainian, Russian and English (at least B2). • Ability to remain productive and organized under pressure.
- Willingness and ability to travel to other locations when required.
REPORTING STRUCTURE AND TEAM COLLABORATION
Managerial Reporting to: Supply Chain Manager
Technical Reporting to: Administrative Operations Manager
Supervises: Cleaner
Key Interfaces - internal: Field Manager; Program teams; Operations/Supply Chain and Admin, Fleet, Finance; HASS Department; People & Culture; IT and other support functions.
Key Interfaces - external: Local authorities and public services; NGO and UN security/access focal points; local suppliers and service providers; relevant humanitarian and community stakeholders
WORK ENVIRONMENT AND OTHER RELEVANT INFORMATION
- This role requires full-time work in the office or hybrid type of work is possible after probation period
- Travel to other locations is needed time to time.
- Exempt from overtime
- Sometimes work on weekends may be required
- Work in the matrix organization
- Fast pace of working, multitasking and stressful work
- The organization cares about staff and provides flexible working options (start early-finish early, start later-finish later, remote work)
Staff can ask for accommodation in the workplace. Specific requests can be discussed with HR.
IRC employees are eligible to the following benefits:
- Competitive salary
- Purposeful job and development opportunities
- English classes and unlimited online training courses
- Life Insurance
- Medical insurance for staff and family members
- Free psychological support to employees and their family members
- 30 calendar days of annual vacation with flexibility beyond the legally set minimum requirements
- Up to 10 days of paid medical leave
Professional Standards: All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.