Asset fleet & Facilities – Lviv / Офіцер/ка автопарку та нерухомості

Location: Lviv (with possible travel to Kyiv, Dnipro and Odesa)
Duration: 12 months renewable
Conditions: Employment contract, gross monthly salary between 1, 653.35 Euros and 2,111.80 Euros depending on proven relevant experience for the post.
Starting date: as soon as possible

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, Russia’s 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 controlled by Russian forces as well as cities under siege. Aerial attacks on military installations and critical civilian infrastructure are conducted throughout 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 6.24 million displaced within Ukraine and 7.68 million refugees having fled to neighboring countries. By October 26, OCHA had counted 17.7 million people in need of humanitarian assistance.

During the winter 2022 -2023, anticipated to be the worst in decades, at least one-third of the country’s energy infrastructure is damaged, leaving millions without heating and access to water. In October, the Russian Federation claimed to have annexed four Ukrainian oblasts, further increasing the challenge of access to these areas. In addition to preparing the population for the approaching winter, an ongoing priority for the international humanitarian response is to secure access to recently liberated and recaptured areas in the East and to provide aid to previously unreachable and particularly hard-hit areas of Ukraine.

CARE UKRAINE

As a new actor in Ukraine, CARE prioritizes a locally led response and is partnering primarily with Civil-Society Organizations (CSOs), National NGOs, local authorities and, 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), in line with CARE’s 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 November 2022, CARE Ukraine has established partnerships with twelve local/national organizations (including four WLO’s/WRO’s) and five international NGOs. From the more than 28 million that has been raised for Ukraine to date, more than half is allocated to local/national partners. Through the activities that have been implemented so far, CARE Ukraine has been able to reach 550,030 people, including IDPs and affected populations in hard-to-reach areas.

While CARE Ukraine’s office is currently located in Lviv, we are continuously working on strategically expanding CARE’s presence and reach with plans to open an office in Kyiv as well as field offices in Dnipro and Odesa, so covering both the East and South of the country.

Main objectives of the role

We are seeking to hire a Asset/Fleet and Facilities Officer, working under the direction of the Logistics Coordinator. She/he will be responsible for managing the fleet, the assets and the facilities for our coordination office in Lviv.

Her/his main responsibilities will be to administrate and manage the logistics needs regarding our fleet and assets as well as our facilities, ensuring their follow up, maintenance and the necessary documents accompanying each action in a compliant manner according to SOPs, in close collaboration with the Fleet assistant, the IT Officer and the Procurement Officer. The Asset/Fleet and Facilities Officer will work in close and constant collaboration with other logistics colleagues: the Fleet assistant, the IT Officer, the Log Assistant, and the Procurement Officer, on shared logistics actions. She/He will also be responsive, attentive, receptive, and reactive to users’ demands and needs for equipment, vehicles and facilities.

Main responsibilities of the role:

Asset and Inventory management

• Manage asset and inventory requests as per SOP, in time and with correct documents (staff asset form), and organize the transport to where it is requested in cooperation with Fleet Assistant
• Manage the asset and inventory report, update it on daily bases and share it on weekly and monthly bases with concerned stakeholders and line manager
• Update and monitor the asset and inventory maintenance follow up, including the warranty follow up, and manage the necessary maintenance either internally or by outsourcing in order to avoid any breakdown, in collaboration with Procurement Officer where applicable
• Tag assets and inventories and archive relative documents in soft and hard copy (insurance, warranty, copy of invoice, user’s manual), per project code
• Manage and ensure assets storage with appropriate safety and security measures in order to keep them secured
• Train each user receiving an asset on how to use it
• Conduct regular physical inventory count checks, formalized, and signed. Where appropriate, investigate, report, propose corrective measures and produce necessary documents to justify discrepancy (loss/damage certificate)
• Support the Log Coordinator in foreseeing the asset needs for coming months/projects according to the

wear rate and the remaining estimated lifespan of existing assets

• Manage the readiness of all assets in order to ensure they are loaded and ready for use after being returned to the log department

Fleet management

• Manage the movement requests handled with our own fleet for in city or same area movement
• Seek security approval for each movement done/planned with our own fleet
• Manage and update on daily bases the movement planning of our fleet, ensure that the movements of vehicles are optimized, and that fleet capacity is appropriate, where appropriate report and justify the additional needs to the line manager
• In collaboration with the Fleet Assistant and the Procurement Officer, manage vehicles’ maintenance on time as per the asset maintenance follow up
• Ensure that the logbooks are in place aboard each vehicle, correctly updated, in collaboration with the Fleet Assistant
• In collaboration with the Fleet Assistant, ensure that each vehicle contains security and safety means, as well as necessary documents (insurance, registration certificate, first aid kit, spare wheels, minimum mechanical tools, yellow jacket and triangle)
• In collaboration with the Fleet Assistant, ensure that vehicles’ and drivers/ documents are up to date and renewed before expiry date, using the follow up tool
• Ensure, on daily bases or before using a vehicle, that basic checks are carried out by drivers and formalized by a signed check list
• Ensure that each driver has a good knowledge of the area they are driving to and that they received a strong security and safety training
• Ensure that fuel consumption follow up is up to date, and that each vehicle is refueled every end of week or prior, if fuel shortage
• Manage, in collaboration with the Fleet Assistant, the archiving of logbooks in soft and hard copy
• Support the Log Assistant in managing the transport of goods for internally carried items, with necessary documents, such as waybill, mission order, packing list, certificate of origin, and ensure their correct communication to final delivery point.
• Manage, in collaboration with the Fleet Assistant, the training of drivers in security and logistics good practice
• Manage coordinate and communicate, to concerned stakeholders, for each transport done with our means, optimizing the time and the resources.

Facilities

• Manage and update the lease contract follow up for all facilities in Lviv in order to ensure the renewal of contracts is on time and forecast expenses
• Manage the archiving of all lease contracts as well as potential amendments
• Maintain an up to date the allocation table of all guesthouses, in collaboration with the Log Assistant, shared with appropriate stakeholders on weekly bases, ensuring that each facility is ready to welcome visitors and new staff members
• Manage facilities’ issues, where applicable with the landlord (plumbing, electricity, heating system) or internally when landlord’s responsibility is not engaged (breakdown of our own equipment, internet etc)
• Manage the key for each facility and each room as an asset with follow up on keys
• Manage utilities tool and update it, with consumption follow up for each building, and ensure that the payment of the bills is done on time in collaboration with finance and procurement focal points
• Manage the facilities ticketing system, acknowledging requests within less than half a day, proposing solutions and lead time for problem solving, ensuring each employee is aware and applies the related SOP, finding appropriate solutions for short and long term issues.
• Forecast any needs for additional building and report it to the Log Coordinator with justification
• Support the Log Coordinator in identifying and assessing new buildings planned to be added to the park of facilities, in collaboration with the security department and edit the comparative table of the different options before submitting to the Log Coordinator
• Conduct an entry inventory report when renting a new building, with landlord’s signature and picture for each room
• Conduct regular review and inventories of facilities, formalize with signed inventory reports, checking on building conditions, equipment, inventories and items present in the building
• Manage the installation and maintenance of functional office space(s) and guesthouses ensuring they are in an adequate working/living condition. Ensure the application of defined safety and security measures
• Manage the installation of appropriate communications and equipment in collaboration with the IT Officer
• Manage the refill and dispatch of office’s and GH’s consumables in collaboration with the Log Assistant

Archieving

• Manage the appropriate archiving of above listed documents and tools for all above subject as per SOPs and the archiving tree system, in hard and soft copy, on daily bases

Security

• In case of evacuation or hibernation, manage, with the support of the logistics team, the security/safety of all sensitive equipment or documents and the transportation of international staff
• Manage the hibernation kits, ensuring their positioning, their completeness and the follow up of item’s expiry dates,
• Identify and report to the Log Coordinator and the Security team, on any gaps or issues that may compromise the security / safety of CARE employees

ESSENTIAL CRITERIA:

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

• Relevant University or Technical degree preferably in Logistics, Engineering, or equivalent experience in logistics, minimum 5 years, including 2 years in non-profit/humanitarian sector
• Good capacity in equipment’s maintenance, facility maintenance and/or administration
• Good organizational and planning skills
• Details oriented, meticulous, efficient and logical, the ideal candidate should demonstrate a good capacity to administrate and coordinate various type of flows
• 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.
• Good computer skills – Microsoft Outlook, Word, Excel, Google, Teams/Sharepoint a plus
• Willing to travel to the field when required, infrequent bases
• Ability to work as part of a team and culturally sensitive and able to work in multi-cultural team.
• Results/action-orientation
• Unquestionable personal code of ethics, integrity, diversity and trust
• Detail-oriented, and self-starting
• Strong belief in human rights and gender equality
• Highly confidential

Accountability:

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 behaviour protocols.
• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within the programming area.
• Report any concerns about inappropriate behaviour of a CARE staff or partner.

Safeguarding:

Children and vulnerable adults who come into contact with CARE as a result of CARE 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.

How to Apply:

Please send your complete application package (CV, motivation letter, references) only in English to Jo Fox at [email protected], no later than 8 March 2023, with ASSET FLEET & FACILITIES OFFICER LVIV as the subject title of your email.   Applications will be reviewed on a rolling basis. Female candidates are strongly encouraged to apply.

Please note that only shortlisted candidates will be contacted.  References will only be contacted after the interview.