Supply Chain Officer

International Rescue Committee · Kyiv

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The International Rescue Committee (IRC) responds to the world's worst humanitarian crises, helping to restore health, safety, education, economic wellbeing, and power to people devastated by conflict and disaster. Founded in 1933 at the call of Albert Einstein, the IRC is one of the world's largest international humanitarian non-governmental organizations (INGO), at work in more than 40 countries and 29 U.S. cities helping people to survive, reclaim control of their future and strengthen their communities. A force for humanity, IRC employees deliver lasting impact by restoring safety, dignity and hope to millions. If you're a solutions-driven, passionate change-maker, come join us in positively impacting the lives of millions of people world-wide for a better future.

This vacancy is open for Ukrainian citizens only!

Salary 68,600 UAH gross

The Supply Chain Officer is responsible for compliant asset management for Kyiv operations, coordination of registration and customs/logistics processes for incoming humanitarian cargo in relevant government systems, and timely preparation of monthly administrative and recurring contract payments for centrally managed agreements. The role ensures accurate documentation and timely updates in Integra (ERP) in line with IRC policies, country procedures and donor requirements. The role also maintains contract registers and archives, records goods and services receipts in Integra, and prepares guest house payment records and AP vouchers.

This position reports directly to the Supply Chain and Operations Senior Coordinator.

The role works in close coordination with Procurement, Supply Chain, Finance and Administration for payment processing, with IT and P&C for asset allocation and separation clearances, and with Programs/Field Offices for humanitarian cargo and asset movements.

The position has no direct reports.

RESPONSIBILITIES

Asset management and equipment storage

• Receive and document incoming assets and equipment for Kyiv operations, verifying quantities and condition against supporting documents.
• Maintain the Kyiv asset list, annual asset purchase register, rented equipment records and repair/disposal trackers in line with Integra, recording custody, assignments, locations, condition and lifecycle status; retain supporting records in line with retention requirements.
• Support periodic physical asset verifications and reconciliations between physical records and Integra (ERP); support data quality improvements and reporting for management, audit and grant closeout.
• Coordinate asset allocation during onboarding or role changes with People and Culture (P&C), Administration and IT, and lead staff separation asset clearance in Kyiv; ensure handover/return documents are completed and filed, and escalate unresolved recovery cases to the line manager.
• Coordinate Kyiv equipment storage points and rented storage arrangements, including the container, with Administration/Facilities; maintain key custody, access control, secure and orderly storage, and traceability of equipment, packaging and furniture pending allocation, repair or disposal.
• Prepare waybills and coordinate inter-office asset transfers, confirming dispatch, receipt, custody and location updates with the relevant offices.
• Coordinate asset maintenance and repairs, including warranty and non-warranty work; liaise with IT on equipment preparation and clearing returned laptops before reuse, and track items sent for repair until their return.
• Prepare write-off/disposal documentation and arrange approved disposal of unusable equipment in compliance with IRC and donor requirements; consolidate items across offices where needed, obtain required approvals and completion evidence, and update asset records. Coordinate approved destruction of unused program payment cards with the responsible teams.

Humanitarian cargo registration and logistics

• Verify invoices, packing lists, cargo quantities/weights and carrier/vehicle details; prepare bilingual donation certificates for the Country Director's signature and coordinate timely registration of incoming humanitarian cargo in government systems. Ensure a complete documentation package with Procurement/Supply Chain, including donor documents where applicable, and provide signed certificates and humanitarian declarations to carriers before dispatch.
• Support arrangement of logistics and customs clearance for humanitarian cargo, including coordination with freight forwarders, brokers and service providers as assigned; maintain a tracker of registration and clearance status and escalate risks/delays.
• Prepare and submit required reports on the receipt and distribution of humanitarian goods in the relevant government systems, using verified warehouse and program data and meeting applicable deadlines.
• Coordinate with Health, Procurement and carriers on approved product lists and required transport conditions for medicines, medical supplies and equipment.

Contract registers and document archiving

• Maintain electronic contract registers with supplier details, contract references, validity dates and descriptions, ensuring that entries can be traced to the corresponding original documents.
• Maintain indexed electronic and paper contract files, including folder contents lists by year and period; organize secure storage, retrieval and retention, and follow up on missing originals with the responsible teams.

Administrative and recurring contract payments

• Collect and verify invoices, acceptance certificates and other supporting documents for monthly administrative and recurring payments under centrally managed contracts; obtain required signatures, record and track requests in the Payment Register, and submit complete packages to Finance by month-end deadlines. Follow up on missing/corrected documents, approvals and agreed electronic alternatives with Supply Chain, Administration and service owners (no payment approval authority).
• Prepare payment documentation for office internet, printer rentals across IRC Ukraine offices, storage and parking rentals, drinking water and cooler rentals, coffee, milk, vehicle rentals, taxi and car wash services, and other assigned office supplies/services. Confirm fleet-related charges and service delivery with Fleet colleagues.
• Monitor coverage of recurring purchases by valid POs and related approvals, flag required renewals and new financial-year commitments, and follow up on PIFs, PRs and POs with Procurement and responsible teams. Coordinate regular orders with Administration and other service owners.

Goods and services receiving in Integra

• Record goods and services receipts against POs in Integra based on confirmed delivery or service completion and supporting documents, ensuring accurate quantities, service periods and receipt dates. Complete month-end receiving for recurring services by Finance deadlines, including internet, storage, parking, medical insurance, taxi, psychological support and procurement platform subscriptions.

Guest house payment records and AP vouchers

• Maintain guest house records covering occupancy, agreed rent, utility charges and supporting supplier documents; reconcile these records with payment status in coordination with Administration and Finance.
• Complete and update AP vouchers for guest house rent and utilities using the monthly cost allocations and charging codes provided by Finance; arrange required signatures through Box and follow up on completion before monthly closure.

Operational support

• Provide back-up support to other Supply Chain functions during peak periods or staff absences and perform other related duties as assigned by the line manager.
• Develop and update practical guidance and templates for asset use, handover, return, repair and disposal; submit proposed procedures to the line manager for review and approval before implementation.

REQUIREMENTS

Education

·       University degree in Supply Chain Management, Logistics, Business Administration, Finance or a related discipline; a combination of relevant education and experience will be considered.

Experience

·       Minimum of 2–3 years of relevant experience in asset management, logistics/supply chain operations or administrative/finance process support, preferably with an INGO, UN agency or similar organization.

·       Experience working with ERP systems, with the ability to enter accurate data and generate reports; Microsoft Dynamics 365 / Integra or goods and services receiving experience is an advantage.

·       Experience maintaining contract registers and archives, preparing recurring payment documentation or AP vouchers, and coordinating with Finance for month-end closure is an advantage.

Skills

·       Demonstrated ability to manage asset custody, lifecycle tracking and disposal processes in a compliance-driven environment.

·       Working knowledge of humanitarian cargo documentation; familiarity with Ukrainian registration/customs requirements or experience supporting humanitarian logistics and clearance processes is an advantage.

·       Strong coordination and stakeholder management skills, with ability to work effectively in a matrix organization across Supply Chain, Procurement, Finance, Administration, IT, P&C and Programs.

·       High attention to detail, with the ability to verify payment documentation and maintain accurate, audit-ready electronic and paper records.

·       Strong planning and time management skills, including the ability to manage multiple priorities and meet recurring deadlines, such as monthly payment submissions.

·       Proficiency in MS Office, particularly Excel.

·       Fluency in Ukrainian and working knowledge of English.

Work environment and other relevant information

Duty station: Kyiv, Ukraine. Full-time, office-based position. Hybrid working arrangements may be considered in line with IRC policy and operational requirements.

Periodic travel to field locations may be required for verification, coordination and support.

The role involves sustained work with documentation and ERP systems; occasional work outside standard hours may be required during month-end closure or time-sensitive cargo registration/customs processes.

All duties must be performed in compliance with IRC security protocols and applicable government regulations.

Employee benefits

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

Professional Standards: All International Rescue Committee workers must adhere to the core values and principles outlined in IRC Way - Standards for Professional Conduct. Our Standards are Integrity, Service, Equality and Accountability. In accordance with these values, the IRC operates and enforces policies on Safeguarding, Conflicts of Interest, Fiscal Integrity, and Reporting Wrongdoing and Protection from Retaliation. IRC is committed to take all necessary preventive measures and create an environment where people feel safe, and to take all necessary actions and corrective measures when harm occurs. IRC builds teams of professionals who promote critical reflection, power sharing, debate, and objectivity to deliver the best possible services to our clients.

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