Facilities and Inventory Officer in DAI Global LLC

Kyiv

PROJECT INFORMATION
The USAID Economic Resilience Activity (ERA) project was created as an innovative and flexible tool that promotes satisfaction urgent needs of Ukraine's development and strengthening of its economic stability. Ukraine's efforts to achieve victory and rebirth after the full-scale war unleashed by Russia are aimed at stepping confidently on the path to accelerated development as a sovereign, independent, democratic and prosperous state. This requires a dynamic, inclusive approach to economic recovery and sustainable growth.

BUSINESS STABILIZATION AND RECOVERY
ERA promotes the development of sustainable, inclusive and growth-oriented economies in regions that have experienced significant disruption. ERA provides Ukrainians with the opportunity to create and develop micro, small and medium-sized enterprises (MSMEs) in promising economic sectors, implement innovations and enter new markets of Ukraine, the European Union (EU) and other regions. The ERA particularly emphasizes the importance of engaging internally displaced persons (IDPs), women, youth, veterans, seniors, LGBTQI+ and other vulnerable groups to ensure their participation in building the region's economic success.

Starting in 2025 , ERA resumes its activities in the direction of stabilization and business recovery, focusing the main attention on 4 eastern regions (Luhansk, Donetsk, Zaporizhzhya, Kherson) and 3 adjacent regions (Kharkiv, Dnipropetrovsk, Mykolaiv), as well as to a lesser extent in 4 war-affected regions (Sum, Poltava, Chernihiv, Odesa). This activity is aimed at increasing the economic stability of eastern Ukraine by achieving the following goals:

• Goal 1: Provide support for the stabilization of the economy of Ukraine;
• Goal 2: Promote the sustainable development of micro-, small and medium-sized enterprises (MSMEs) in Ukraine.

Thanks to this, the economy of the eastern and front-line communities of Ukraine will be able to withstand the challenges that arose as a result of the invasion of Russia and the destruction of critical infrastructure. Communities, businesses and government partners will be able to rebuild their lives and activities in these regions, improving economic resilience.

In addition to stabilization and business recovery in the eastern and frontline areas, ERA continues to support additional areas of activity:

p>GRAIN EXPORT LOGISTICS SUPPORT WITHIN THE AGRI-UKRAINE INITIATIVE

Economic Support of Ukraine Project is one of the key partners of USAID, which implements the initiative "Development of sustainability of agriculture (hereinafter - AGRI-Ukraine), the budget of which is 350 million dollars. This initiative was launched in 2022 with the aim of developing grain exports from Ukraine and overcoming the global food crisis, which was deepened by the war. As part of the AGRI-Ukraine initiative, the "Economic Support of Ukraine" project cooperates with state and private companies, investing in the transportation and transshipment of critically needed grain products.

INFRASTRUCTURE IMPROVEMENT

The "Economic Support of Ukraine" also directly supports the Government of Ukraine, including the State Agency for Reconstruction and Developmentinfrastructure of Ukraine (SARDI), the State Customs Service and the Ukrainian Railways, as part of the modernization of 42 Ukrainian checkpoints (BCP). A modern and more efficient border infrastructure and customs procedures will reduce export costs and increase export capacity, allowing Ukraine to scale trade and move towards EU integration.

ENERGY SUPPORT AND RENEWAL

As one and USAID's most flexible activities responding to new and/or emergency needs, the USAID project is expanding its interventions that help Ukrainian business, communities and individuals in the autumn-winter period (September 2024 - December 2025). The goal is to minimize the impact on the population and economy of Ukraine, given the recent shortage of electricity. This is an adaptive component, and the USAID project can also respond to other emergency needs in the context of ongoing Russian aggression and attacks on critical infrastructure of Ukraine.

About the position

The equipment inventory specialist plays an important role in ensuring thorough accounting, close monitoring, and accurate reporting of inventory items while maintaining strict compliance with USAID project requirements. This role covers a wide range of responsibilities, from comprehensive inventory checks to careful tagging of assets and careful management of software licenses. works in close coordination with technical staff of USAID project components to provide energy and environmental assessment of USAID project interventions; in cooperation with the procurement team, the equipment inventory specialist receives, checks, and accepts all goods received by the USAID project. The Equipment Inventory Specialist has a keen eye for detail, impeccable organizational skills and strong communication skills to work effectively with suppliers, customers and project teams. The equipment inventory specialist reports to the facility and inventory manager and is based in the office in Kyiv.

Responsibilities:

Goods Receipt and Asset Management:

• Ensure accurate and systematic inventory of all items purchased or transferred for the USAID project in accordance with USAID project requirements and of the contract.
• Periodically travel outside the project to check the delivery of purchased goods and equipment, if necessary, conduct a thorough physical inventory and sign all acts of acceptance and handover in accordance with the Distribution of Powers for the Project and the Instructions for Conducting Operational Activities.
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• Coordinate delivery schedules with procurement and communications team members responsible for the preparation of all documentation and proper organization of receipt of goods/equipment.
• Apply USAID project markers and assign a unique inventory or project identification number to all physical assets through the TAMIS system.
• Effectively implement and monitor procedures for inspection of items used for seminars, trainings or other purposes outside the office, userecording the inspection in the TAMIS system.
• In collaboration with the team, carefully record all software purchases in the TAMIS inventory module. Ensure that irrefutable evidence of licensing is included for future audits.
• Strictly adhere to established software licensing guidelines.

Procurement and inventory of goods:

• Systematically enter all items purchased or received from clients or other projects into the TAMIS inventory module. This should cover durable items, consumables and consumables.
• Maintain comprehensive inventory records, updating details such as location, condition, responsible person or disposal information as necessary.
• Carefully document any changes in status, location, disposal status, responsible person or missing information in the TAMIS system (eg price, date of purchase, serial number etc.).
• Ensure strict adherence to reporting procedures and resolution of issues related to loss, damage or theft of project property.
• Create a reliable access control system to protect property and equipment from unauthorized access use or disposition.

Reporting and communications:

• Communicate effectively with relevant USAID project stakeholders (grant manager, procurement manager, technical lead, etc.) to ensure they are aware of upcoming inventory reports and their due dates.
• Prepare and submit all required inventory reports to USAID, following established deadlines and formats.< /li>
• Work closely with other relevant USAID project staff and managers on any additional reporting or compliance issues as per necessary.

Qualification:

• Bachelor's degree in a related field (logistics, supply chain management, economics, finance).< /li>
• Experience in inventory management and facility supervision.
• Proficiency in inventory management software preferred.
• High level of organization, communication and analytical skills skills.
• Excellent attention to detail and ability to work independently.
• Thorough knowledge of procurement and property management procedures.
• Ability to multitask and meet deadlines.
• Fluency in Ukrainian and English.

WE OFFER

Duration of the employment contract: 12 months with the possibility continued.

Benefits package:

• 28 calendar days of annual leave;
• 10 days of paid sick leave per year;< /li>
• Medical insurance for ERA employees and their families;
• Life insurance for ERA employees and one family member;
• Covering all travel expenses;
• li>The USAID project belongs to the category of critical infrastructure, it is possible reservation from military service.

Start date: January 2025

Resume Submission Process

All applicants must submit a cover letter and an up-to-date resume (no more than four pages) in English only. Only selected applicants with relevant work experience will be invited for an interview.

All qualified applicants will be eligible for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

Summary submission deadline: 22January 2025 year.

Kyiv

ERA BACKGROUND

The USAID Economic Resilience Activity (ERA) is designed as an adaptive and flexible mechanism that supports Ukraine's immediate development needs and overall economic resilience. Ukraine's efforts to win the future – emerging from Russia's full-scale war ready to accelerate its development as a sovereign, independent, democratic, and prosperous state – require a dynamic, inclusive economic recovery.

STABILIZATION AND BUSINESS REVIVAL

ERA participates in developing a resilient, inclusive, and growth-oriented economy in severely damaged areas. ERA empowers Ukrainians to establish and develop micro, small, and medium enterprises (MSMEs) in promising economic sectors, innovate, and enter new markets in Ukraine, the European Union (EU), and other regions. ERA emphasizes the inclusion of internally displaced persons (IDPs), women, young adults, veterans, the elderly, LGBTQI+ and other vulnerable groups to ensure that these people also participate in building the region's economic success.

Starting in 2025, ERA is reviving its interventions around Stabilization and Business Revival and re-establishing a core focus on 4 eastern oblasts (Luhansk, Donetsk, Zaporizhzhia, Kherson) and 3 adjacent oblasts (Kharkiv, Dnipropetrovsk, Mykolaiv); and, to a lesser extent, in 4 war-affected areas (Sumy, Poltava, Chernihiv, Odesa). This Stabilization and Business Revival intervention area aims to improve the economic resilience of eastern Ukraine by achieving the following goals:

• OBJECTIVE 1: Provide assistance to stabilize the economy of Ukraine; and
• OBJECTIVE 2: Support the sustainable development of micro, small and medium enterprises (SMEs) in Ukraine.

Consequently, the economy of eastern and frontline communities in Ukraine will be able to withstand and respond to the challenge presented by Russia's invasion and destruction of critical infrastructure; and individuals, businesses and government partners will be able to rebuild their lives and operate in these regions, thereby improving the economic resilience of the region.

In addition to Stabilization and Business Revival in the east and frontline oblasts, ERA continues to support complementary intervention areas:

• AGRI-UKRAINE GRAIN EXPORT LOGISTICS; USAID’s Economic Resilience Activity (ERA) is one of USAID’s core partners implementing the $350 million Agriculture Resilience Initiative – Ukraine (AGRI) that was established in 2022 to bolster Ukrainian agricultural exports and alleviate the global food security crisis exacerbated by the war. Under AGRI-Ukraine, ERA partners with public and private companies to complement and leverage urgently needed grain transportation and transshipment investments.
• BORDER CROSSING POINTS (BCP) IMPROVEMENTS; ERA directly supports the Government of Ukraine, including the State Agency for Restoration and Development of Infrastructure of Ukraine (SARDI), the State Customs Service and Ukrainian Railways, to upgrade 42 of Ukraine’s BCPs. Modern and more efficient border infrastructure and customs procedures will reduce export costs and increase export capacity, enabling Ukraine to scale trade and advance its path to EU integration.
• ENERGY AND EMERGENCY RESPONSE SUPPORT; As one of USAID’s most flexible activities that responds to emerging and/or emergency needs, ERA is expanding its interventions that assist Ukraine businesses, communities or individuals in the fall and winter (September 2024-December 2025). The goal is to minimize the impact on the Ukrainian people and economy given recent power deficits. This is an adaptive component and ERA may also need to respond to other emergency needs in the face of ongoing Russian aggression and attacks on Ukraine’s critical infrastructure.

JOB OVERVIEW

The Facilities and Inventory Officer plays an instrumental role in ensuring the meticulous recording, vigilant monitoring, and accurate reporting of inventory items, all while maintaining strict compliance with USAID ERA’s Fields Operations Manual stipulations. This role encompasses a wide spectrum of responsibilities, from comprehensive inventory audits to meticulous asset labeling and diligent software license management. works in close coordination with the AGRI and BCP technical staff and Environmental Compliance team to ensure power- and energy-related and environmental assessment for ERA’s interventions; In collaboration with the Procurement team, the Facilities and Inventory Officer receives, inspects, and accepts all goods delivered to USAID ERA. The Facilities and Inventory Officer possesses a keen eye for detail, impeccable organizational skills, and strong communication abilities to collaborate with vendors, clients, and project teams effectively. The Facilities and Inventory Officer reports to the Facilities and Inventory Manager and is based in the Kyiv office.

RESPONSIBILITIES:

Acceptance of Goods and Asset Management:

• Ensure precise and systematic inventory of all items procured or transferred to the project, aligning with project and contract requirements.
• Periodically travel to the offsite location to check the delivery of procured products and equipment, as needed, conduct thorough physical inventories, and get signed all Acts of Acceptance as per the Project Schedule of Authority (PSOA) and the Field Operations Manual(FOM).
• Coordinate delivery schedules with Procurement and Communications team members responsible for ensuring that all documentation is prepared, and acceptance of goods/equipment is organized in a proper order.
• Apply USAID stickers (mandatory for USAID-funded projects) and allocate a unique project inventory or identification number to all physical assets via the TAMIS system.
• Effectively implement and oversee procedures for the checkout of items used for workshops, training sessions, or other offsite purposes, utilizing the TAMIS checkout record.
• In cooperation with the ICT team, meticulously record all software acquisitions within the TAMIS inventory module. Ensure the inclusion of irrefutable proof of licensing for future audits.
• Adhere rigorously to established guidelines for software licensing.

Inventory and Records Keeping:

• Systematically input all items procured or received from clients or other projects into the TAMIS inventory module. This should encompass non-expendable, expendable, and consumable items.
• Maintain exhaustive inventory records, updating details such as location, condition, responsible person, or disposal information as needed.
• Rigorously document any changes in status, location, disposition status, responsible person, or missing information within TAMIS (e.g., price, date purchased, serial number, etc.).
• Ensure strict adherence to procedures for reporting and addressing lost, damaged, or stolen project property.
• Establish a robust access control system to safeguard property and equipment from unauthorized use or disposition.

Reporting and Communication:

• Effectively communicate with relevant project stakeholders (Grants Manager, Procurement Manager, Technical Lead, etc.) to ensure they are aware of impending inventory reports and deadlines.
• Prepare and submit all required inventory reports to USAID, adhering to the specified timelines and formats.
• Collaborate closely with other relevant ERA staff and HO managers for any additional reporting or compliance matters as necessary.

QUALIFICATIONS

• Bachelor's degree in a related field (e.g., logistics, supply chain management, economics, finance).
• Proven experience in inventory management and facility oversight.
• Familiarity with inventory management software is advantageous.
• Strong organizational, communication, and problem-solving skills.
• Exceptional attention to detail and the ability to work independently.
• Proficiency in procurement procedures and property management.
• Capability to manage multiple tasks and meet deadlines.
• Fluent English and Ukrainian are required.

WE OFFER

Contract length: 12-month employment agreement with a possibility of extension.

Benefits Package:

• 28 calendar days of annual leave
• 10 days of internal well-being paid leave per annum
• Medical Insurance for ERA staff and their families
• Life Insurance for ERA staff
• Coverage of all expenses for the business trips
• The USAID ERA project is classified as critical infrastructure, reservation from military service is possible

Start date: Janyary 2025

Application process

All applicants must send a cover letter and updated CV (no longer than four pages) in English.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or status as a protected veteran.

Closing date for applications: January 22, 2025

For further information about DAI GLOBAL LLC, please consult our website era-ukraine.org.ua.