Driver (with functions of Logistics Assistant) - Водій з функціоналом асистента з логістики

Duty station: Kyiv City

Kind of Contract: FOP, duration until 31 of January 2027

Reporting to: Logistic Officer

Functions:

The Driver provides administrative and operational support to the Logistics and Administration Department, assisting with driving duties, procurement, travel arrangements, document management, archiving, logistics administration, fleet documentation. The position focuses on supporting daily logistics operations while ensuring proper documentation and compliance with Soleterre procedures.

 Procurement and Administrative Support

• Assist the Logistics Officer in day-to-day procurement activities. 
• Prepare procurement documentation (PRs, RFQs, CBAs, POs, contracts and supporting documents). 
• Follow up on deliveries, invoices and supporting documentation. 
• Maintain procurement tracking files and update archiving system databases. 
• Prepare procurement files for internal review and audits. 
• Support the preparation of tender documentation when requested. 
• Assist in maintaining supplier files and framework agreement documentation. 

 Travel and Logistics Support

• Assist staff with travel arrangements in accordance with approved requests. 
• Support the booking of hotels, train tickets, flights, taxis and other transportation. 
• Coordinate reservations with hotels and travel agencies. 
• Assist with logistical arrangements for workshops, meetings, trainings and events. 
• Prepare travel documentation and assist staff before missions. 

 Documentation and Archiving

• Maintain electronic and hard-copy filing systems. 
• Archive procurement, logistics, programme, finance, HR and administrative documentation according to Soleterre and donor procedures. 
• Ensure documents are properly indexed and easily retrievable. 
• Assist in preparing documentation for donor audits and internal reviews. 
• Register incoming and outgoing logistics documentation. 

 Fleet and Asset Administration

• Maintain vehicle files, insurance records, maintenance schedules and service documentation. 
• Assist with vehicle booking schedules. 
• Update asset and inventory registers. 
• Prepare inventory documentation and support periodic inventory exercises. 
• Maintain documentation related to equipment transfers and asset allocation. 

 Office and Guesthouse Support

• Monitor office consumables and stationery. 
• Assist in coordinating office maintenance requests. 
• Support accommodation arrangements for visitors and consultants. 
• Coordinate courier services and document deliveries. 
• Assist with office logistics during meetings and events. 

 General Administrative Support

• Provide administrative assistance to Logistics, Programme, Finance, HR, Compliance and other departments when requested. 
• Assist with document circulation for approvals and signatures. 
• Prepare routine correspondence and logistics reports. 
• Perform data entry and maintain internal tracking tools. 
• Support other operational tasks assigned by the Logistic Officer or Head of Mission. 

 Prerequisites

• University degree (completed or in progress) in Business Administration, Logistics, Supply Chain Management or another relevant field.  
• Valid driving license, previous experience in driving. 
• Previous administrative or logistics experience is an asset. 
• Good knowledge of MS Office (Word, Excel, Outlook). 
• Strong organizational and document management skills. 
• Ability to work with multiple tasks simultaneously. 
• Attention to details and accuracy. 
• Ability to work both independently and within a multidisciplinary team. 
• High level of confidentiality, integrity and responsibility. 
• Good communication skills. 

 Language: Good command of English and Ukrainian.

 Application process

Qualified candidates are invited to submit their application by sending a resume and a motivation letter.

Soleterre adheres to the principles of equal opportunity, transparency, and merit-based selection and strongly encourages applications from qualified candidates from among the country's citizens.

 Interested candidates are invited to submit:

• Resume

• Motivation letter

SOLETERRE has a strict zero tolerance policy on sexual exploitation, abuse and harassment (SEAH). All successful candidates will be required to sign the Code of Conduct and relevant policies as part of their employment contract. Any violations may result in disciplinary action, including termination.