Program Procurement and Administration Assistant

Organization Profile 

Around the world, the number of missing persons is rising – as a result of conflict, climate change, organized crime, migration and other causes.  By some metrics, the world is experiencing the highest number of conflicts since Conflict and natural disasters, including wildfires, hurricanes and floods, have fueled migration, which in turn has been accompanied by a surge in human trafficking and slavery.

The International Commission on Missing Persons, a treaty-based intergovernmental organization with Headquarters in The Hague, the Netherlands, is seeking an experienced, dynamic and committed individual to join a highly motivated team working on this global challenge. ICMP's overall strategy is based on upholding international law and securing the rights of families of the missing to truth, justice and reparations. 

About the Position

The Program Procurement and Administration Assistant will support the operational efficiency of ICMPs Ukraine Program through administrative, logistical, and procurement and human resource-related tasks. The incumbent will report to the Head of Program with technical support and guidance from the Regional Procurement Coordinator. This position requires a highly organized and detail-oriented individual capable of working in a dynamic, multi-disciplinary environment.

Key Responsibilities

Procurement

• Provide administrative and technical support for procurement acquisitions, tenders, and purchase orders.
• Assist in vendor registration and invoice verification.
• Maintain vendor relationships and an updated list of suppliers.
• Prepare and submit procurement requests through ICMP's platforms (e.g., Procurify).
• Maintain up-to-date records of supplier contracts and terms.
• Collaborate closely with the Program Finance Assistant and Budget and Donor Reporting Officer, and other relevant teams.

Event Planning and Logistical Support

• Make duty travel arrangements for Ukraine Program staff.
• Undertake logistics, supply, asset, and facility management for events and field activities.
• Organize logistics, maintenance, and repairs for office and accommodation facilities. 

General Program Administration

• Assist with administrative steps of recruitment and onboarding processes.
• Coordinate with Human Resources for timely compliance with organizational procedures.
• Maintain accurate HR and administrative records in line with data protection standards.
• Perform additional program support tasks as required.

Qualifications and Experience

• Secondary school qualification or diploma in Business, Supply Chain Management, Administration or related field.
• A minimum of four (4) years of relevant experience in procurement, logistics, finance, or administration.
• Professional fluency in written and spoken English and Ukrainian; knowledge of any other language is desirable.
  
• Proficiency in standard office and procurement software.
• Strong administrative, analytical, and reporting skills with attention to detail.
• Familiarity with donor regulations and compliance requirements.
• Experience with international organizations is an asset.
• Must be legally entitled to work in Ukraine.

Benefits

This is a full-time, fixed term, locally engaged position with a competitive base salary at the LES 4 level on the ICMP Ukraine salary scale, generous paid leave and extensive health insurance benefits for the incumbent and any eligible dependents. This position is not eligible for expatriate allowances.

VN close date: 15 September 2025

Expected start date: ASAP

In case you submitted your application already to the joint VN issued last week kindly note you don't need to re-apply.

ICMP is committed to maintaining an environment of mutual respect, where equal employment opportunities are available to all applicants. ICMP believes that diversity and inclusion among our staff are critical to our success as a global organization, and we seek to recruit, develop and retain the most talented individuals from a thoroughly diverse range of candidates. ICMP is proud to be part of the International Gender Champions network.