Administrative and Procurement Officer

Job Description

KEY INFORMATION
Job Title: Administrative/Procurement Officer, Ukraine  
Sector: Procurement, Operations, Office Administration  
Position Type: Full-Time  
Duration/Level of Effort: Long-Term (12 months with possibility of extension)  
Position Location: Kyiv, Ukraine  


SUMMARY OF THE PROJECT
The Support to Ukraine’s National Museum of the Holodomor-Genocide is a CA $10 million project funded by Global Affairs Canada through its Peace and Stabilization Operations Program (PSOPs). The project aims to promote increased resilience and safeguarding of Ukrainian cultural heritage and identity in conflict recovery and prevention, while aligning with Canadian and Ukrainian diplomatic and public diplomacy efforts to counter Russian influence through education and information. The project has four major areas i) enhancing the capacity of the Museum to generate and utilize high-quality research on the Holodomor, ii) increasing the management capacity of the Museum including in alignment with principles of gender equality, inclusion and diversity, iii) strengthening the operational continuity and sustainability of the Museum; and iv) increasing understanding and awareness, particularly among the international community of the Holodomor genocide, including its gendered impacts. 


SUMMARY OF THE POSITION
The primary duty of the Administrative and Procurement Officer will be to provide on-the-ground administrative, procurement and technical support for planning, implementation, monitoring of project activities and reporting.  

The Administrative and Procurement Officer will be responsible for overseeing the procurement of goods and services required for the Project, facilitate day-to-day administrative and logistical tasks as required, coordinate with the Project Manager and Finance Manager, and will assist all Advisors/consultants with the implementation of their specific mandate.  


KEY RESPONSIBILITIES 
Support to the Program Manager: 

• Support and organize the logistics for HQ staff and others who will travel to Ukraine to supervise project implementation, ensuring they receive pre-travel updates and guidance.  
• Support the Project Manager in preparing for meetings, receiving delegations, and other important events under the project.  
• Support the coordination of all activities as approved in the Annual Work plan.  
• Prepare necessary inputs required for the semi-annual and annual reports as well as project workplans.  
• Develop harmonious relations and work jointly with team members including providing administrative and logistical assistance as and when required.  
• Upon request from the Project Manager, provide support in other areas, as required.  

Procurement

• Organize procurement processes to ensure compliance with established procurement guidelines under the project, including but not limited to, calls for proposals, request for price offers, price analysis, opening bids and draft the memorandum for selection.  
• Prepare and update agreements, TORs and additional contract annexes as part of the procurement process.  
• Maintain relationships with suppliers while continually scouting for additional vendors.  
• Communicate with management regularly regarding the efficient flow of goods and services affecting production.  
• Conduct cost analyses and market research.  
• Ensure timely delivery of goods and services.  
• Work closely with the Project Manager, Finance Manager and Cowater Project Director to make sure contracts and terms are favorable.  

Program Logistics 

• Provide supervision to all administrative and logistical arrangements for meetings and forums  
• Ensure provision of any other necessary logistical support for activities - such as arranging venues for seminars or workshops, producing and distributing workshop materials, and arranging logistics, translation, catering for participants.  

Support to the Finance Manager: 

• Provide administrative and financial support to the Finance Manager, including collecting and consolidating financial information from project team members, consultants, and subcontractors for the preparation of monthly budget updates.  
• Assist in preparing and submitting advance request forms to Cowater HQ.  
• Review supporting documents prior to payment processing to ensure completeness, accuracy, and compliance with Cowater’s financial and procurement procedures.  

JOB REQUIREMENTS
Education

• A bachelor’s degree in a relevant field (i.e. business administration, economics, finance, accounting and audit, political science, international development, etc.) or equivalent experience.  

Minimum Experience

• A minimum of 3 years of professional experience in international development and/or management consulting in an administrative and operational support role, including management of relevant tendering, contract, and procurement processes.  
• Experience providing operational support to donor funded programs (EU, FCDO, GAC, GIZ, USAID etc.), including overseeing logistics, supporting financial functions and human resources.  
• Experience with one or more of Cowater’s main clients (EU, GAC, USAID, FCDO, GIZ etc.), with a strong preference for familiarity with GAC projects (including Results-Based Management frameworks, logic models, Performance Measurement Frameworks, and reporting processes).  

Essential Skills

• Very strong interpersonal skills - an ability to build and maintain strong relationships based on trust and mutual respect with clients, partners, subcontractors, colleagues and multicultural teams.  
• Demonstrated track record in managing competing priorities and delivering results under tight deadlines.  
• Capacity to work effectively under pressure in dynamic and evolving environments.  

Language Proficiency

• Professional abilities in English and Ukrainian are essential.  

Employment Conditions

• The position will be full-time and based in Kyiv. Only candidates with the existing ability to work in Ukraine will be considered.  

APPLICATION PROCESS
Candidates are encouraged to as soon as possible. 

For your application to be considered, please upload your documents as followed: Candidate Last Name, First Name, date, Title of the Position.

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.