August 01, 2023-March 31, 2025- Stop Project work Order from USAID

Position: Logistics Officer

DAI GLOBAL LLC USAID Governance and Local Accountability (HOVERLA) Activity https://www.dai.com/

OBJECTIVES AND DUTIES: Responsible for providing day-to day logistical support to HOVERLA technical and operational staff and consultants. Oversee adherence to the project’s Field Operations Manual (FOM), USAID regulation, contract requirements and limitations, policies, procedures, controls and reporting systems. Comprehensive travel arrangement services for internal and external trips/events, covering all stages of travel/events management. Identify and recommend optimal travel options for international/Ukraine trips using rail, bus, flights, or their combination, ensuring suitability for participants traveling from/to Ukraine.Work with Subcontractor (travel agency) for Purchase round-trip international/national tickets and/or arrange transportation for individual and group trips.Ensure seamless coordination of travel schedules with planned activities for participants in destination countries/Ukraine. Identify and secure suitable accommodation options for participants in destination countries, ensuring safety, hygiene, and comfort standards are met. Actively participate in coordination and organization of the project’s major events, VIP visits, ect. Coordinate logistics for business trips, seminars, conferences, and meeting, including international travel-both for the project staff and external parties; ensure security of project staff travel. Assist in scheduling and preparing travel arrangements for meeting and events. Provide arrangements, with close cooperation with procurement department, for project workshops, training events, SSTTAs, and other logistical needs as required. Manage logistics and procurement processes, ensuring DAI and USAID rules and regulations are followed transparently. Coordinate with the procurement team in negotiating the best deals with vendors and suppliers.Maintain relationships with vendors and suppliers who provide logistics/travel project support. Work with procurement as well as technical staff to ensure that actions are conducted in a highly efficient manner by promoting proper planning well in advance of upcoming activities. Identify areas in FOM where policies, procedures and/or practices may not be fully aligned with project practice and advise project management with options and recommendations. Ensure that logistics records are well-organized, maintained and updated. Prepare accurate and timely field reports and other documentation as required; maintain office management file. Keep respective activity records in DAl corporate system TAMIS. Directly work with the hotels in Ukraine for rooms reservation and receive rhe best price for room rates. Directly work with transportation companies for planning emergency trips. Work with procurement department for tender’s documentation and creating scop of work for the future vendors. Provision of travel-related documentation, including tickets, booking confirmations, accommodation details. Comprehensive pre-trip travel plan with a detailed breakdown of the entire trip, including routes, destinations, and timing for each segment, ensuring clarity and adherence to schedules. Post-trip evaluation report, including observations and key findings, prepared after each trip. Detailed invoice and act of acceptance provided vendor to HOVERLA once the trip is completed.Primary documentation confirming the expenses and services rendered. Semi-annual report, summarizing all trips organized during the reporting period. Creating payment requests.

September 27, 2021 –July 31, 2023

Position: Office Administrator

Administrative Assistant support. Developed and maintained business and project documentation filing system, updated files, records, and other documents.Prepared recurring internal reports, updated on monthly basis, performed routine analyses and calculations.Handled daily correspondence in email; ensure timely responses to a variety of written inquiries.Worked with SharePoint and ProjectWise systems: uploaded and systematized official documents, correspondence, etc.Maintained inventory and replenishment of the office supplies.Coordinated customs clearance with brokers (for delivery of goods, both company and expat).Covered incoming calls answering (worked with intercom system).Provided meetings support, scheduling, coordination, and preparation.Coordinated the office repair and moving process.Controlled subcontractors’ scope of work and performance related to office moving.Controlled status and use of the office equipment, office furniture and maintenance. Oversaw office safety procedures including regular checks of fire extinguishers, hazards and safety boardArranged meetings with subcontractors as contact of point for the project; worked with subcontractors (invoicing, contracts).Coordinated a range of staff as well as performed operational support activities for the unit; served as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems.Worked with MPR (MICRO PURCHASE REQUEST) and PR (PURCHASE REQUEST), PETTY CASH. Coordinated events management for local office. Travel Logistic support DTRO-K (US Embassy). Conference support.Arranged payments for hotel services.Ensured booking and purchase of air and rail tickets, medical insurances, transfer services.Provided emergency support to travelers. Prepared purchase requests for services ordered.Handled visa support.Handled registration of participants for the conference.Training and science departments support.Searched and selected locations for the training events.Provide full travel and transportation support for Annual BTRP Ukraine Regional One Health Research Symposium https://swmprogramua.com/

annually (2016- 2019).Provided full travel support for training events and symposium participants. Provided calculation of per diems.Supervised office drivers’ team.Monitored and planned driver`s schedule (route and time).Arranged fuel supply (3 corporate vehicles).Controlled vehicles lease and working condition.Business trips logistic support.Maintained collaboration with service providers.Prepared purchase requests.Checked, approved invoices for payment from service providers.Provided transfer logistic support for business trips.Defined scope of work for Travel Service Tender.Arranged hotels selection and booking, purchase of railway tickets, air tickets, arranged transfers (Ukraine, Europe and Intercontinental) etc.