ACTED – Logistics and Administration Assistant


29 Mar 2018


Salary: USD 550 before taxation

Duty station: Sieverodonetsk


Main duties and responsibilities include:

  1. Procurement

1.1. Undertake procurement for the field (sub)offices in line with ACTED procurement procedures;

1.2. Responsible for compliance with the procurement procedures;


  1. Stock & assets

2.1. Responsible for inventories in Severodonetsk;

2.2. Ensure up to date Severodonetsk Asset Register.


  1. Transport and delivery

3.1. Undertake train and taxi bookings for ACTED staff in line with ACTED Procedures;

3.2. Coordinate deliveries to Severodonetsk sub-office;

3.3. Coordinate travel of ACTED staff in Severodonetsk area;

3.2. Accountable for the compliance with delivery procedures.


  1. IT & Communication

4.1. Taking care of mobile/satellite phone top-up/tracking in the capital office;

4.2. Focal point for IT in the Severodonetsk office.


  1. Administration

5.1. Assist Finance/HR/Admin department for preparing administrative letters by request at field level;

5.2. Assist Finance/HR/Admin department in order to make sure that all Admin FLAT procedures are implemented and following regularly in the field;

5.3. Update the Premises follow up table, update premise contracts, follow their payments with finance.

5.4 Ensure the external contacts database is updated and shared as needed


  1. Documentation management

5.1. Prepare, store, and update the external agreements for the Severodonetsk office.

5.2 Ensure the relevant documentation (receipts, acts of acceptance, signed agreements, mission leaves, attendance sheets etc.) is sent or received as required


  1. Filing and Reporting

6.1. Physical and electronic filing (scanning) of HR, Administration and Logistics documentation in line with ACTED procedures.

6.2. Contribute to monthly Logistics and HR internal reporting


  1. Any other tasks assigned by line manager



  • Fluency in English;
  • Past experience in administrative and/or logistics role.


Applications should be submitted no later than April 3rd at 18:00 to the following address: with the title or reference of the position (e-mails without mentioned position will be not considered) in the subject of the E-mail. Only short-listed candidates will be contacted for an interview. ACTED is equal opportunity employer.