Supply Chain/Admin Assistant

• Support coordination of transportation and distribution of supplies to ensure timely delivery.
• Monitor the status of shipments and provide regular updates to the Supply Chain focal point.
• Ensure proper documentation of all logistical activities.
• Oversee loading and unloading activities to ensure proper handling of goods.
• Support cooperation with transport providers to negotiate favorable terms and rates.
• Assist Fleet Officer with any other fleet management related tasks.

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

• Work 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.
• Ensure data integrity and confidentiality in all reporting activities.

• Contribute to the management of supplier communication that include responding to queries, checking Invoices, arranging Purchase Requests, Payment Requests etc.
• Receive, register, advise, direct, and monitor internal and external visitors.
• Ensure that all necessary equipment and material is in place during meetings and conferences.
• When required, support and manage space allocations to permanent and visiting internal staff.
• Prepare and maintain travel documentation.
• Arrange local travel and crossing travel to/from Odesa, including hotel reservation and cross border travel.
• Organize office space, including furniture. Organize tours for visitors and newly joined staff members.

• College degree or equivalent in Supply Chain Management, Logistics, Business Administration or related field.
• Additional certifications are an advantage.

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

• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Familiarity with supply chain management software is a plus.
• Ability to work under pressure and handle multiple tasks simultaneously.
• Strong analytical and problem-solving skills.
• Attention to detail and ability to maintain accurate records.

• Proficiency in Ukrainian and English.

International Rescue Committee