Administration, Logistics and Procurement Officer with driving responsibilities

☑ Основной блок:

Опыт работы: 3–6 лет.

Тип занятости: полная занятость.

График работы: полный день.

Зарплата: по результату собеседования.

Место работы (точный адрес): Россия, Москва, Академическая, Черемушкинский проезд, 5.

☑ Актуальность объявления:

Это объявление № 9016747 добавлено в базу данных: Среда, 22 января 2025 года.

Дата его обновления на этом интернет-ресурсе: Воскресенье, 16 марта 2025 года.

☑ Репутация компании "Международная Федерация Обществ Красного Креста и Красного Полумесяца":

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☑ Подробности о вакантном месте:

Organizational Context

The IFRC Regional Office for Europe is the focal point for 54 National Societies of the Europe Region and has mandate for policy, operational and programmatic support to the members. The Country Cluster Office for Russian Federation, Belarus and Moldova based in Moscow is one of seven country and sub-regional (country cluster) offices across the region (currently: Almaty, Ankara, Athens, Brussels, Kiev, Moscow, Tbilisi. The reporting lines are to the Regional Office.

The Country Cluster Administration, Logistics and Procurement Senior Officer with driving responsibilities position is part of the Country Cluster Office based in Moscow with a remit for all three countries of the sub-region: Russia, Belarus and Moldova.

Job Purpose

The key responsibilities of the position holder is to ensure smooth operation of the office, that the most cost-effective and high quality services are consistently identified and provided, that support with logistics and procurement is ensured in line with the IFRC standards and provided to respective Red Cross Societies in the cluster region, especially during emergency response operations. The position holder is also responsible for providing support to the Country Cluster Office in driving and maintaining office vehicle in line with the IFRC standards.

Job Duties and Responsibilities:

Logistics and Procurement

• Drive Operational logistics, procurement and Supply Chain within the country cluster region.
• Have full awareness of the IFRC emergency tools and procedures, always ensure full compliance and application of these.
• Assume full responsibility for the customs clearance processes.
• Oversee procurement for the country cluster offices including tendering for goods and services.
• Ensure that the cluster operational logistics and procurement service understands and meets the needs of the Federation, partners and services users, balancing service quality against service cost/commercial implication.
• Identify best service-providers in the cluster, and ensure negotiation of Framework Agreements delivering both quality, efficiency and value for money. These include, but are not limited to, Hotels, Travel Agents, Stationery suppliers, telephone and internet providers, taxi services, estate agents, restaurants etc.
• Ensure regular monitoring and screening of the service provision landscape and renegotiate existing agreements, add new suppliers in the continued strive to deliver best services efficiently.
• Constantly strive to identify cost reduction opportunities and negotiate these with suppliers.
• Understand and apply adequate controlling tools and use these for defining and monitoring efficiency, effectiveness and success of all cluster supply chain activities.
• Assume full accountability for delivering best value for money within the country cluster region.
• Work closely with National Red Cross Societies in the Country Cluster to ensure smooth, transparent and effective procurement during emergency response operations and high volumes programmatic procurement. Work in close cooperation with, and in support of, Head of Country Cluster, and relevant IFRC programme officers in implementing the task above.
• Provide support, guidance and supervision to National Red Cross Societies in the county cluster region to ensure their awareness of, compliance with, and delivery of high standard procurement practices for the IFRC supported operations in full compliance with the IFRC rules and procedures.
• Ensure full accountability and high autonomy in execution of the role.
• To contribute to supply chain service improvement, good practice, continuous learning and knowledge sharing.

Administration

• Review and prepare admin procedures in close cooperation with the Regional Admin Manager in Budapest.
• Oversee the maintenance of office inventory on a regular basis, conduct and finalize overall inventory update.
• Act as focal point for service providers, maintain and update contract log of service providers that IFRC can use in all three countries.
• Coordinate all vehicle related matters such as vehicle allocation, registration, issuance, maintenance and prepare vehicle related report for Dubai Fleet base.
• Provide support as and when required to the Senior Assistant / Admin / HR with processing of the visa support for IFRC staff and visitors.
• Coordinate event management related tasks (hotel bookings, visa, flights, venue, catering, budget etc.).
• Provide support to the Senior Assistant / Admin / HR when required in arranging and overseeing the registration process of internationally recruited delegates with the Ministry of Foreign Affairs of Russian Federation.
• Coordinate apartment management related tasks for international delegates such as keeping a log of reliable agencies and supporting the apartment search process, preparation of contracts and extensions, processing utility bills (when needed), keeping contact with owners and agencies.
• Coordinate printing and translation of publications.
• Act as focal point for security management of the Country Cluster, including regular reporting to the Regional Office.
• Coordinate maintenance of office equipment and supplies, such as stationery, in accordance with standard Federation rules and procedures.
• Manage the office communication system, including switchboard, fax, internet, telephone, mobile service etc.
• Act as focal point for building management and maintenance related tasks.
• Oversee and prepare for payment costs, liaise with the relevant financial officers to ensure proper coding of income and expenses.

Driving

• Drive official vehicle as per requirements.
• Meet official visitors at the airport when required.
• Log official trips, daily mileage, gas consumption, transportation / vehicle related expenditures, vehicle servicing, repairs, etc.
• Ensure day-to-day maintenance of the assigned vehicle(s); perform minor repairs and timely arrange for any other repairs necessary to keep the vehicle safe and technically sound at all times; maintain the vehicle(s) in clean conditions.
• Handle local and organizational formalities when involved in an accident.
• Collect and deliver mail, documents, pouches, and other communications items from and to the office.
• Undertake specific projects and activities including responsibility for their planning, delivery and results, as delegated.

Education

Secondary education or equivalent in Business, economics, Engineering, IT or other relevant area or proven professional experience in the area of expertise (Required)

Procurement qualification or training (Preferred)

Logs qualification or training (Preferred)

Experience

Minimum of 5 years of relevant experience in managing complex supply chain operations including high volume in procurement (Required)

3-5 years relevant working experience in administration (Required)

Work experience with other international organisations, large NGOs and/or governmental development agencies, multi-cultural environment (Required)

Minimum of 5 years’ experience in driving (Required)

Valid international driving licence (manual gears) (Required)

Logs / Admin experience within the commercial sector (Preferred)

Red Cross Red Crescent experience (Preferred)

Previous experience working in a multi-cultural environment (Preferred)

Knowledge, skills and languages

Good communications skills (written and verbal) and ability to provide authoritative advice (Required)

Strong grasp of procurement practices including legal aspects (Required)

Good computer skills (Windows, spread sheets, word processing) (Required)

Ability to develop effective and efficient Operational Supply Chain and administration procedures (Required)

Commercial acumen and Proven negotiating skills (Required)

Ability to work to tight deadlines and handle multiple tasks (Required)

Technical credibility to challenge/influence internal and external stakeholders (Required)

Drive for change and improvement and ability to deliver efficient supply chain (Required)

Excellent customer service (Required)

Clean driving record (Required)

Proven experience to carry out logistics and admin assessments (Preferred)

Excellent knowledge of written and spoken Russian

Advanced knowledge of written and spoken English

This is a locally recruited position open to Russian nationals and others who are legally eligible to work and already reside in the Russian Federation. Candidates must be able to provide proof of their eligibility to work in the Russian Federation.

☑ О компании:

Логотип (эмблема, торговая марка, бренд) компании:

Сфера деятельности компании: Общественная деятельность, партии, благотворительность, НКО; .

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