Administration and Procurement Manager

Job Description

KEY INFORMATION
Job Title:  Administration and Procurement Manager
Sector: Reconstruction
Position Type : full-time
Duration/Level of Effort : long-term (5 years)
Position Location :  Kyiv, Ukraine


SUMMARY OF THE PROJECT
U-RESTORE is a five-year initiative funded by Global Affairs Canada and implemented by Cowater International in partnership with Ukrainian civil society and academic institutions. The project seeks to improve the resilience of women, groups in vulnerable situations, and communities in 12 hromadas across two oblasts in government-controlled areas of Ukraine by fostering a collaborative and transparent local recovery process. U-RESTORE will increase the effectiveness of national ministries and hromadas in coordinating and managing gender-responsive and inclusive recovery, while strengthening Ukrainian civil society to better influence recovery and hold government accountable. The Project will work with civil society organizations, especially those representing women and groups in vulnerable situations, to influence recovery decision-making in hromadas and foster inclusive and transparent governance. It will also implement social infrastructure reconstruction and small-scale economic development projects responding to priority community needs. 


SUMMARY OF THE POSITION
The Administration and Procurement Manager is responsible for managing and delivering high-quality administrative and procurement services to support the effective and accountable implementation of the U-RESTORE project. Under the direct supervision of the Deputy Team Leader – Operations (DTL-O), this position will support the day-to-day operational needs of the project, manage procurement processes, ensure compliance with Cowater and Global Affairs Canada policies, and contribute to safe, efficient, and inclusive administrative systems across all project locations.

This role plays a critical support function, contributing to the effective and timely delivery of project activities, particularly in the procurement of goods, services, and support to small-scale infrastructure recovery initiatives, while embedding gender equality, inclusion, and conflict sensitivity into all operational processes. In coordination with the regional project implementation teams and the Recovery and Accountability Advisor, he/she will help ensure full transparency of the procurement process on U-RESTORE’s recovery funds with Local Recovery Committees composed of local government and CSO stakeholders in each of the 12 target hromadas.


KEY RESPONSIBILITIES
Administrative and Operational Support
Support the setup and maintenance of the U-RESTORE offices in Kyiv and two regional locations (tentatively two oblasts in Eastern Ukraine), including leasing, furnishing, logistics, and communications systems.

• Manage daily administrative functions including asset tracking/inventory management, travel logistics, vehicle coordination, and office maintenance.
• Implement and maintain effective procurement and administrative procedures and manuals, aligned with Cowater and GAC standards.
• Ensure administrative practices are inclusive, culturally appropriate, and contribute to a gender-responsive and safe work environment.

Procurement Management

• Manage the full procurement cycle—from planning, tendering, contracting, and delivery—for goods and services needed for project activities and operations as per the procurement and construction management strategies of the project.
• Support the management and implementation of the Recovery Fund through procurement of goods, services, and works for small- to medium-scale social infrastructure projects (e.g., schools, clinics, community centers), in line with the Construction Validation Plans and Environmental Management Plan. and monitor adherence to internal controls.
• Ensure transparent, fair, and competitive procurement processes, aligned with Cowater and GAC procurement guidelines.
• Maintain complete and compliant procurement documentation using digital tools to support real-time tracking, due diligence, audit readiness, and donor reporting, while ensuring full transparency on the whole process with Local Recovery Committees inclusive of target hromadas and CSOs.
• Collaborate with the DTL-O, Finance Manager, and technical teams to support the procurement aspects of construction and small-scale infrastructure rehabilitation projects.
• Ensure that administrative and procurement practices are inclusive, culturally appropriate, and embed gender equality, disability, and social inclusion principles to promote a gender-responsive and safe work environment.
• Engage local suppliers and contractors, with an emphasis on supporting women-led businesses and those that serve or represent groups in vulnerable situations.

Compliance and Documentation

• Ensure all administrative and procurement activities comply with Cowater International’s internal controls, local Ukrainian legislation, and GAC’s fiduciary requirements.
• Contribute to the development and regular updating of administrative and procurement policies, procedures, and registers (e.g., asset register, vendor lists).
• Assist in preparing documentation for internal reviews and external audits, including timely and accurate reporting.

Team Coordination and Support

• In coordination with Finance Manager, supervise administrative/finance support staff as assigned and contribute to the capacity building of operational team members.
• Support the DTL-O in the coordination of human resource administration including onboarding, contracts, and payroll systems.
• Provide logistical and procurement support for program events, partner consultations, and monitoring visits.
• Ensure smooth coordination and communication with other operational staff including the Finance Manager and Security Manager.
• Coordinate with the Recovery and Accountability Advisor and regional project implementation teams on the required support and information sharing with Local Recovery Committees (LRCs) to ensure transparent procurement processes in line with community-driven priorities and local recovery plans.
  
  

JOB REQUIREMENTS
Education:

• University degree in Business Administration, Public Administration, Supply Chain Management, or a related field. Relevant certifications (e.g., CIPS, PMP) are a strong asset.

Minimum Experience:

• At least 5-8 years of progressive experience in administrative and procurement roles, ideally within international development, humanitarian, or donor-funded projects.
• Demonstrated knowledge of procurement systems in Ukraine and experience applying donor procurement rules (preferably Global Affairs Canada or similar).
• Experience working in conflict-affected or post-conflict settings and applying conflict-sensitive approaches in operations.
• Experience supporting small-scale construction or infrastructure procurement processes is an asset.
• Commitment to human rights, gender equality, and social inclusion principles.
• Strong organizational, coordination, and communication skills.
• High degree of integrity, attention to detail, and commitment to transparency.
• Ability to work effectively in a multicultural and fast-paced environment.
• Proficient in MS Office and digital tools for procurement and administration.
  

Language Proficiency:
Candidates must possess an advanced professional proficiency in English and Ukrainian.

Employment Conditions:
The ideal candidate will be a Ukrainian currently residing in Kyiv.


APPLICATION PROCESS
The application deadline is June 1, 2025. To be considered, please upload your documents using the following format: Last Name, First Name – Position Title.

We are dedicated to fostering an inclusive and diverse workplace. We particularly welcome and encourage applications from women, individuals of diverse backgrounds and identities, and Ukrainian nationals.

Cowater International is an equal opportunity employer, basing employment on merit and qualifications as they relate to professional experience and position expectations. Cowater does not discriminate against any employee or applicant on the basis of race, religion, sex, gender identity, disability, age, or any other basis protected by law.

We thank all applicants, however only those shortlisted will be contacted.

About the Organization

ABOUT US
Founded in 1985, Cowater International is a leading global development consulting company. Headquartered in Ottawa and with corporate hubs in Auckland, Berlin, Brussels, Helsinki, London, Madrid, Manila, Nairobi, Singapore and Stockholm, Cowater International has successfully delivered a portfolio of over 2500 projects and assignments in more than 95 countries. We work with governments, private sector actors and communities implementing projects that support socio-economic development, institutional strengthening, environmental improvements and advance equal opportunities for all. We are a diverse and experienced team committed to building a better tomorrow for the people we serve. Our adaptive approach to management has led to our yearly award-winning work and recognition as one of Canada’s Best Managed Companies since 2017.

We thank you for your interest in building a better tomorrow.