Operations Assistant/ Молодший асистент(ка) з операційної діяльності (закупівля та логістика)

CARE INTERNATIONAL

CARE International (CI) is among the world’s largest international non-governmental humanitarian relief and development confederations. Drawing on more than 75 years of experience, through its 21 Members, as both a practitioner and thought leader, CI’s work reaches over 100 countries worldwide to save lives, defeat poverty and achieve social justice. 

CARE’s vision is to seek a world of hope, inclusion, and social justice; where poverty has been overcome and people live in dignity and security. CARE focuses heavily on women and girls, and the areas of gender equality, diversity, and inclusion are at the center of our work because we know that we cannot overcome poverty and social injustice until all people have equal rights and opportunities. We recognize that power relations between people and within systems and structures are unequal and that these are entrenched in our broader systems, structures, and institutions. 

At the core of the CI Confederation is a globally distributed Secretariat, which provides coordination and support to its Members in areas including governance, strategic planning, communications, membership development and accountability, advocacy, humanitarian response, and program development. In addition, the Secretariat represents the CI Confederation at the United Nations and the European Union, and with other external stakeholders.

Context in Ukraine

On 24th February 2022, the invasion of Ukraine marked a significant escalation to the conflict that started in 2014. It continues to profoundly impact the lives of people across the country at various levels. The front line is continuously shifting and there are areas under Russian military control, as well as cities under siege. Attacks on military installations and critical civilian infrastructures are conducted in the whole territory of Ukraine, often resulting in collateral civilian casualties. The conflict has caused the largest population movement in Europe since World War II, with over 5 million currently displaced within Ukraine and 6 million refugees across Europe. OCHA had counted 17.6 million people in need of humanitarian assistance. 

At least one-third of the country’s energy infrastructure is damaged, leaving millions without heating and access to water. In October 2022, the Russian Federation claimed to have annexed four Ukrainian oblasts, further increasing the challenge of access to these areas. Therefore, an ongoing priority for the international humanitarian response is to reach newly accessible areas in the East and South, and to provide aid to previously unreachable and particularly hard-hit areas of Ukraine. 

CARE UKRAINE

CARE prioritizes a locally led response and is partnering primarily with Civil-Society Organizations (CSOs), National NGOs, local authorities, and when needed, INGOs with a longstanding presence in the country and access to hard-to-reach areas. CARE Ukraine deliberately and strategically prioritizes partnerships with local and national Women Led and Women Rights organizations (WLO’s/ WRO’s), further strengthening the Gender in Emergencies (GiE) principle and the Women Lead in Emergencies (WLiE) approach.

In the first few weeks after the escalation of the war, virtually all humanitarian aid inside Ukraine was organized and implemented by local actors. These groups (together with local authorities) remain the principal aid providers but are quickly being exhausted of funds, fuel, and physical energy. Thereby, a considerable proportion of CARE’s resources is dedicated to strengthening and supporting the capacities of local partners. 

As of May 2022, CARE Ukraine has established partnerships with more than 20 national organizations (incl. four WLOs/WROs) and five international NGOs. From more than 45 million € that have been raised for Ukraine thus far, around 70% is allocated to local and national partners. Through the activities that have been implemented so far, CARE Ukraine has been able to reach 759,651 people, including IDPs and affected populations in hard-to-reach areas.

While CARE Ukraine’s country office is currently located in Lviv, we also have a coordination office in Kyiv as well as area offices in Dnipro and Odesa, covering both the East and South of the country. 

Job summary:

We are looking for an Operations Assistant who will support day-to-day operations of the Kyiv office, assisting with procurement, logistics, and office coordination to ensure efficient workflows and compliance with CARE policies. The Operations Assistant supports general operational tasks and team coordination for the Kyiv office. This role combines procurement and logistics support, ensuring smooth office operations, compliance with CARE policies, and efficient workflow. The position reports to the Operations Coordinator, supporting the Procurement Officer in purchasing tasks and the Logistics Officer in facility and asset management.

Main responsibilities:

Procurement 

• Handle procurement and ensure proper documentation. 
• Assist the Procurement Officer in processing Purchase Requests (PRs), quotations, and POs. 
• Prepare procurement timelines and report progress or delays. 
• Help generate PeopleSoft and manage procurement documentation according to CARE policies and SOPs. 
• Support vendor communication, ensuring timely delivery of goods and services. 
• Assist in supplier vetting, framework agreement administration, and contract filing. 
• Monitor 
• reports and maintain accurate procurement records. 
• Ensure compliance with donor regulations and internal financial policies. 

Logistics, Facility, and Asset Support 

• Assist the Logistics Officer in maintaining office facilities, guesthouses, and utilities in Kyiv. 
• Support warehouse and inventory management, including assets and supplies. 
• Track asset condition, maintenance schedules, and asset allocation requests. 
• Help with movement requests, minor fleet support, and vehicle documentation where needed. 
• Ensure safety and security measures are applied in facility and asset handling. 
• Maintain office and asset documentation and archive in line with SOPs. 

Pay Cycle

• Collect all supporting documents for payments related to procurement and logistics tasks. 
• Coordinate with Finance through the Operations Coordinator to ensure timely payment processing. 
• Support monthly financial closure, ensuring all transactions are submitted to Finance by the 10th of each fiscal month. 

ERP / PeopleSoft Management 

• Fully understand the PeopleSoft Procurement module, including creation of PRs, POs, and delivery notes. 
• Support office staff using PeopleSoft and provide guidance on processes. 
• Generate reports and analyze procurement and asset data as needed. 

Flexibility and other duties

• Adapt to changing operational needs and take on additional tasks as required.

Security

• Identify and report to the Line management and the Security team monitoring any gaps or issues that may compromise the security setup in place.
• Ensure the good respect of security and safety rules within logistics operations

Requirements & Qualifications

The post holder should be able to demonstrate the following attributes:

• University degree preferably in Logistics, or as second choice in Business/Finance, or equivalent experience in logistics, minimum 1 year, including 1 year in non-profit/humanitarian sector, with experience in similar positions 
• Good understanding of humanitarian principles or public/private tenders governing the procurement processes,  
• Good understanding of basics economic principles 
• Good listening and negotiation skills as well as being comfortable when speaking in a group or in public 
• Details oriented, meticulous, efficient and logical, the ideal candidate should demonstrate a good capacity to administrate and coordinate various type demands 
• Possesses excellent oral/writing communication skills in English and Ukrainian 
• Ability to work in a stressful environment and able to prioritize high workload with multiple tasks in fast-paced environment with tight deadlines. 
• Strong computer skills – Microsoft Outlook, Word, Excel, Google, Teams/Sharepoint a plus 
• Willing to travel to the field from time to time 
• Ability to work as part of a team and culturally sensitive and able to work in multi-cultural team. 
• Results/action-orientation; organizational skills 
• Unquestionable personal code of ethics, integrity, diversity and trust 
• Experience in applying processes, and procedures 
• Detail-oriented, organized, and self-starting 
• Strong belief in human rights and gender equality  
• Highly confidential  
• Females are highly encouraged to apply 

How to Apply

Please send your CV and motivation letter in English to  Відправити резюме , no later than 10.01.2026 (COB). Please indicate the position you are applying for as the subject title of your email. 

Accountability within CARE

A commitment to CARE values and CARE’s integrity framework is critical to working with CARE. Any candidate offered a job with CARE will be expected to adhere to the following key areas of accountability:

• Comply with CARE’s policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm principles and unacceptable behavior protocols.
• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.
• Report any concerns about inappropriate behavior of a CARE staff or partner.

Safeguarding

Children and vulnerable adults who come into contact with CARE as a result of our activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury, and any other harm. One of the ways that CARE shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

Gender equality

CARE is committed to meeting the standards of the CARE International Gender Policy (2019). Through this policy, CARE seeks to promote the equal realization of dignity and human rights for girls, women, boys and men in all diversities, and the elimination of poverty and injustice. Specifically, this policy seeks to improve the explicit incorporation of gender in programmatic and organizational practices.