Operations/ Administrative Officer

Описание

Organization

iMMAP is an international non-profit organisation that provides information management services to humanitarian and development organizations. Through information management, we help our partners target assistance to the world’s most vulnerable populations. Our core philosophy is that better data leads to better decisions and that better decisions lead to better outcomes. iMMAP’s critical support to information value chains helps to solve operational and strategic challenges of our partners in both emergency and development contexts by enabling evidence-based decision-making for better outcomes.

Background

The Operations/Administrative Officer supports iMMAP’s operations in Ukraine by ensuring effective implementation of day-to-day administrative, procurement, logistics, fleet, IT, and visa/residency support functions. The position provides direct operational and administrative assistance to the Operations Coordinator, ensuring smooth office management and compliance with iMMAP Inc. policies, donor regulations, and national legislation.

Description of Duties

Procurement Support 

Collect and consolidate procurement needs from project teams, ensuring alignment with organizational priorities. Identify and evaluate potential suppliers, request and compare offers, and maintain professional relationships with vendors. Negotiate contracts and agreements with suppliers, track contract milestones, and initiate renewals as necessary. Prepare and process procurement requests (PAFs), including regular monitoring of quota utilization. Ensure that all procured goods and services meet required quality standards and specifications. Maintain accurate records of procurement documents, supplier contracts, delivery notes, and related files in line with internal guidelines. 

Office and Logistics Administration 

Support the day-to-day maintenance and organization of the office. Monitor utility consumption and submit bills to Finance. Support the organization of meetings, workshops, and events. 

Asset and Inventory Management 

Record and update all assets and equipment in the online asset tracker, ensuring accuracy and timely entry. Prepare and file internal equipment receipts, ensuring proper documentation for all issued and returned items. Conduct regular physical checks of assets and inventories to verify condition, location, and compliance with records. Support equipment handovers, tagging, and labeling to ensure accountability and traceability. Monitor inventory levels to balance availability with operational needs, avoiding overstocking or shortages. Maintain comprehensive documentation and filing to support internal audits and asset verifications. 

Fleet Management Support 

Maintain accurate vehicle logs and ensure timely submission of reports. Coordinate and schedule regular vehicle maintenance, repairs, and inspections in line with safety and compliance standards. Monitor and track fuel consumption, ensuring proper documentation and cost-efficiency. Maintain up-to-date vehicle documentation, including insurance, registration, and service records. Support the allocation and availability of vehicles for staff movements and official travel needs. Liaise with drivers and external service providers to ensure smooth fleet operations. 

IT and Equipment Support 

Assist with setup and maintenance of IT equipment. Provide basic technical support to staff and coordinate with external IT vendors as needed. 

Filing and Reporting 

Scan and organize administrative and finance documents. Provide regular updates to the Operations Coordinator on task completion and needs. 

Support to International Staff in Obtaining Residency and Visa Documentation 

Prepare and process documentation for temporary residence permits and visas for international staff in accordance with Ukrainian legislation. Accompany international staff to government institutions (e.g., migration service, visa centers, other authorities), as needed. Monitor validity periods of residence permits and visas, ensure timely notifications, and initiate renewal procedures. Maintain records and archives of all documentation related to visa and immigration support. 

Other Duties 

Support ad hoc operational tasks as assigned by the Operations Coordinator. 

Reporting 

This position is located at the iMMAP Ukraine office in Kyiv. 

The incumbent reports directly to the Operations Coordinator. 

Organizational Learning 

As part of the iMMAP commitment to organizational learning, and in support of the understanding that learning organizations are more effective, efficient and relevant to the communities they serve, it is expected that all team members will commit 5% of their time to learning activities that benefit iMMAP as well as individual professional development. 

Accountability to beneficiaries 

iMMAP team members are expected to support all efforts toward accountability, specifically to beneficiaries of iMMAP programs, and to international standards guiding relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of field projects. 

Requirements

Requirements 

Bachelor’s degree in Business Administration, Logistics, Public Administration, or related field (or equivalent experience). Minimum 2–3 years’ relevant professional experience in administration, logistics, or procurement, preferably in humanitarian or development settings. Valid driving license and ability to perform official driving duties if required. Strong organizational skills and attention to detail. Proficiency in Microsoft Office (Word, Excel, Outlook). Basic IT troubleshooting skills. Fluency in Ukrainian; working knowledge of English required. 

Required Competencies 

 PROFESSIONALISM: Knowledge of a range of humanitarian assistance, emergency relief issues, with particular attention to needs assessments and evidence-based decision-making, including approaches and techniques to address difficult problems; analytical capacity and in particular the ability to analyze and provide solutions; ability to identify issues and judgment in applying technical expertise to resolve a wide range of problems; ability to conduct research, including ability to evaluate and integrate information from a variety of sources and assess impact on the humanitarian rights situation in assigned country/area; in depth knowledge of needs assessments tools, both theoretical/technical expertise and proven capacity to support rapid field assessments. 

Guiding Principles

Guiding Principles 

Personnel is expected to conduct itself in a professional manner and respect local laws, customs and iMMAP’s policies, procedures, and values at all times and in all Countries. 

iMMAP Inc. has zero-tolerance for sexual harassment, exploitation and abuse, human trafficking, child abuse and exploitation. Any violations of these principles and policies will be treated as serious misconduct. 

iMMAP Inc. is an Equal Opportunity Employer regardless of background.