JOB OVERVIEW

The Supply Chain Assistant supports the supply chain operations to ensure efficient and effective procurement, logistics, and inventory management. This role is critical in facilitating the timely delivery of humanitarian aid and resources to the affected areas. The Supply Chain Assistant works closely with various departments to coordinate supply chain activities, maintain accurate records, and ensure compliance with organizational policies and procedures.
This position is roving and includes frequent travels in Kharkivska and Sumska regions.

KEY RESPONSIBILITIES

1. Procurement:  
• Assist in the procurement of goods and services as per standard IRC SOP’s and protocols.
• Liaise with requestors on Purchase Requisition preparation, process Purchase Orders (POs) in a timely and prompt manner.
• Liaise with suppliers to ensure timely delivery of goods and resolve any discrepancies.
• Conduct market research to identify potential suppliers and gather quotes on a regular basis.
• Assist in the evaluation of supplier performance and maintain a database of approved suppliers.
• Liaise with the finance department to ensure a timely and prompt payment process.

2.   Fleet and transportation:  
• Coordinate transportation and distribution of supplies to ensure timely delivery.
• Monitor the status of shipments and provide regular updates to the Supply Chain Manager.
• Oversee loading and unloading activities to ensure proper handling of goods.
• Support cooperation with transport providers to negotiate favorable terms and rates.
• Address any logistical challenges and propose solutions to improve efficiency.
• Replacing Fleet Assistant in case of short-term absence: ensures proper documentation of all logistical activities, assists in the development of logistics plans to support programs implementation.

3.   Inventory and Asset Management:  
• Support maintaining accurate inventory and asset records and conduct 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.
• Prepare and submit inventory reports as per request.
• Assist in conducting periodic physical inventory counts and reconcile discrepancies.
• Ensure that all inventory practices comply with safety and regulatory standards.

4. Compliance and Reporting:  
• Work with Procurement staff to prepare and maintain comprehensive records and reports on procurement, as requested.
• Work with Warehouse, Fleet and Asset Management staff to prepare and maintain comprehensive records and reports on fleet, transportation and assets, as requested.
• Ensure data integrity and confidentiality in all reporting activities.

And any other additional tasks as per a request from the direct manager.

JOB REQUIREMENTS 

Education:
• College degree or equivalent in Supply Chain Management, Logistics, Business Administration or related field.  
• Additional certifications in the supply chain or logistics are an advantage.

Experience:
• Minimum of 1 year of experience in supply chain, logistics, or procurement, 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.

Demonstrated Skills and Competencies: 
• Organizational and time management 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.
• Analytical and problem-solving skills.
• Attention to detail and ability to maintain accurate records.
• Fluency in Ukrainian required, understanding in English.
• Ability to travel to remote field offices.

REPORTING STRUCTURE AND TEAM COLLABORATION

Position Reports to: Supply Chain Manager Kharkiv
Position directly supervises: None
Other Internal and/or external contacts: 
Internal:   Regular relationships with program staff, Operations staff, and country Supply Chain staff at all levels
External:  Vendors and service providers

WORK ENVIRONMENT AND OTHER RELEVANT INFORMATION
There is active conflict in parts of the country and a possibility for further expansion of the conflict and violence in other areas. Staff must comply with all IRC security policies and procedures applicable to international staff. Security will be thoroughly discussed during the interview process.

• This role requires full-time work in the office.
• Applicants must have a home or alternate workspace so they can effectively complete their work during regularly scheduled work hours.
• Travel to other locations is needed.
• Exempt from overtime.
• Sometimes work on weekends may be required (overtime hours will be provided as a time off).
• 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).

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