Support Services Officer (only For National Staff)

Administrative Assistant

Ukraine, Sumy

Key Areas Of Accountability:

Administration

• Support the implementation of office processes and protocols in accordance with SCI Standard Operating Procedures.
• Support procurement orders for office supplies and assets.
• Submit payment documents to the Finance Department based on duly approved documents.
• Process and follow up on invoice payments in coordination with the Finance Department and Support Service Manager.
• Ensure all payments are supported with appropriate backup documentation.
• Prepare and update administrative documentation (lease agreements, etc.).
• Support coordination of transportation and accommodation needs for visitors.
• Assist in organizing events, trainings, workshops, and meetings with program teams, authorities, partners, and donors.
• Supervise office cleaners and ensure office premises and guest houses are maintained in proper condition.
• Ensure proper storage and confidentiality of all administrative documentation.
• Liaise with EAO Administration and provide support at the area level as needed.
• Support organization of staff engagement activities (team-building events, celebrations) in coordination with HR & Admin.
• Manage sending and receiving HR documentation to/from the Kharkiv office.
• Ensure new staff receive necessary assets (laptops, phones, SIM cards, visibility items).
• Manage dispatch and receipt of parcels between EAO offices.
• Ensure proper management of office supplies, forecasting needs, and tracking consumption.
• Coordinate meeting room bookings and ensure office space is used efficiently.

Asset & Inventory Management responsibilities:

• Ensure that all items received into and dispatched from the warehouse are properly documented in line with Save the Children procedures.
• Ensure compliance with Save the Children Standard Operating Procedures for asset and inventory management.
• Maintain an accurate centralized asset register covering all assets in the Sumy office.
• Ensure quarterly physical inventory checks are conducted and submit the corresponding reports.
• Ensure that all assets issued to staff are recorded through an Asset Handover Form with signature and proper document storage.
• Ensure proper labeling of all assets, including IT equipment (laptops, phones, tablets, etc.).
• Support Logistics with asset disposal by maintaining an up-to-date list of assets pending disposal.
• Submit required documentation to the Finance department to process relevant payments.

Procurement

• Receive purchase requests for programs and process with all supporting documentation prior to submitting it for the final authorization ensuring approval by authorized signatory.
• Assist in the procurement process with the collection of quotations, the preparation of paperwork, tracking and reporting out on orders and the maintenance of files/records.
• Maintain proper documentation of all procurement throughout Supply Chain (PR, CBA, PO, GRN, SRF, WB, etc).
• Consult with requestor on specifications and advise on best processes.
• Collect quotations for supplies and services according to procurement policy.
• Review all quotes and compile competitive bid analysis for review by procurement coordinator or logistics manager prior to raising purchase order.
• Ensure that purchase orders are prepared based on the best terms and conditions given by supplier.
• Coordinate delivery between supplier, warehouse and program.
• Follow up with suppliers if a purchase order has not been delivered according to specification, quantity or quality agreed.
• Communicate any real or perceived conflict of interest which may arise in the execution of job.

Other

• Support program teams in planning and addressing logistical needs.
• Coordinate with the ACCM Coordinator regarding media and visibility requests, including communication needs for program activities.
• Provide coverage to S&S Officer during the absence with S&S Coordinator.
• Other tasks assigned by the line manager.

Qualifications

• Certificate of education, higher level of education desirable.

Experience And Skills

• At least three years of general work experience.
• Knowledge or experience of NGO work desirable.
• Computer literate (including working knowledge of Microsoft Office (Excel, PowerPoint) and databases).
• Excellent interpersonal skills.
• Good verbal and written communication skills in English, Russian and Ukrainian.
• Excellent attention to detail, organizational skills and discretion with confidential information.
• Ability to work independently and proactively.
• Proven ability to handle challenging work load.
• Should be able to work under pressure and tight deadlines.
• Commitment to and understanding of Save the Children's aims, values and principles.
• Relevant qualifications or training courses.

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.