Logistics Assistant Job in Armenia
People In Need , Armenia

Term: Full-time (100% workload)

Location: Yerevan (with field travels in regions of Armenia)

Starting Date: ASAP

Duration: 12 months, with the possibility of extension

Reports to: Logistics Coordinator

About the company: People in Need (PIN) is the Czech Republic based NGO working in relief and development sectors. See more at www.peopleinneed.cz. Present in Armenia since 2003, PIN has been focusing on issues of illegal migration, repatriation assistance to returnees and prevention of child trafficking, and more recently, job creation and support to small businesses and tourism. In 2020 PIN launched an EU-funded program aiming to mitigate the adverse effects of COVID-19 and to contribute to the longer-term socio-economic resilience of vulnerable groups in Eastern Europe, including Armenia. PIN has activated an emergency response for Armenia in the early days of the conflict mobilizing its HQ surge team and releasing private funding to launch immediate relief interventions in Syunik, Ararat, Armavir and Tavush, focusing on distributing essential hygiene items including COVID-19 prevention items and messaging, launching a child-friendly space in Goris (Syunik region) as well as conducting a joint assessment Alliance2015 partner ACTED and REACH. PIN continues with the response and prepares for the scale up of the response. PIN has offices in Yerevan, Goris and Gyumri.

Assistant will be responsible for providing logistic and administrative support to the team in every-day work as well as in organization of events; participate in procurement staff.

Specific duties and responsibilities:

Logistics

• Transports and Accommodation - Arranging transportation and accommodation for staff and PIN visitors in an efficient way
• Logbooks - Preparing/gathering logbooks for project cars and on-call drivers on monthly basis and submit for check
• Organization of venue for events, refreshment for meetings, transportation
• Other admin and logistics tasks according to ongoing needs (including translation and interpretation)

Office Management:

• Preparation, follow up and filing of overhead contracts (taxi companies, hotels, insurances, telephone providers, cleaning ladies, external IT person)

• Communication and negotiation with suppliers (check expiry of contracts, contract extensions, deal with occurring problems/requests, timely gathering of suppliers' invoices and documentation and transmitting to finance coordinator)
• Responsible for the office related purchases and procurements and cooperation with project staff on procurements and archivation of project procurements
• Gradually take over the office cashbox and cashbook for small office and project expenses

IT and asset management

• Asset Management - Focal point for PIN assets (registering and update status of all assets, track the movements of the assets by assigning and changing responsible persons, print and make sign asset handover forms, participate in yearly asset inventories)
• Communication / IT - Dealing with means of communication and assisting with contacting local IT provider

Procurement:

• Participates and assists project staff with purchases of goods and services according to PIN and donor rules
• Assures economic and adequate purchases for office needs (not project specific) according to PIN and donor procurement rules
• Work with filing system ELO - uploading tender documentation and supplier contracts to ELO (for approval and archiving of signed version)

Requirements

Qualifications

• Bachelor degree or Secondary school.
• Previous relevant experience in the field of logistic or office administration.

Desirable skills

• Previous experience in community work.
• Approachable, good listener, ability to establish a trusting working relationship with beneficiaries, ability to build/maintain effective relationships with colleagues, team members and external partners at the community level.
• Ability to manage time, prioritize tasks, respond quickly to requests.
• Self-starter, reliable and good work ethic.
• Ability to work under minimal direct supervision
• Flexibility and can adapt to changing requirements
• Team oriented

Benefits

What we offer:

• Salary and benefits according to national PIN Armenia salary scale
• Gaining work experience and knowledge of organization's processes in professional and flexible NGO, the largest in Central Europe
• Becoming a part of international community
• Participation in meaningful, sustainable development and humanitarian projects