Logistic and security officer, Kharkiv / Офіцер/ка з логістики і безпеки, Харків

Background

HELVETAS is the largest Swiss nongovernmental organization with a dual mandate for long-term development and humanitarian response. It has been present in Ukraine for several year implementing development projects mainly through local partners.  

During 2022 HELVETAS initiated emergency assistance. Currently we are building our operational presence to deliver comprehensive response to the current humanitarian crisis. HELVETAS plan to be active in Ukraine for next 5 years.

Objective of the assignment

The incumbent will be responsible for Kharkiv office activities related to logistic, procurement and security in an Emergency Response Office in Ukraine. Position is permanent, initial contract is consultancy agreement and to be signed till the end of the year with further extension.

Job Purpose

To provide logistics & security management support for Kharkiv office. This position will be responsible for daily maintaining and implementation of logistics and supply processes/systems (i.e. purchasing, warehousing, assets and fleet) for Helvetas operations for Kharkiv office in accordance with Helvetas policies and procedures. S/he will report regularly on Kharkiv office logistics and supply activities to the Logistics Manager. Person will also serve as Security focal point for Kharkiv office, keeping and developing policies and guidelines up to date in coordination with Head office Security Advisor.

Job Responsibilities

General

• Ensure that logistics and supply (purchasing activities) within the Kharkiv office are carried out according to Helvetas’s policies and procedures, using standard tools and templates, donor requirements and are in accordance with the national and local regulations.
• Recommend and advise on any improvement or changes to these procedures as a means of further strengthening best practice adapted to the local context.
• Responsible for maintaining good and professional relations and establish good contacts with vendor-suppliers, other humanitarian actors and government departments that relate to logistics
• To do a monthly logistics report including aspects on fleet, asset tracking, stock inventories and share with management.
• Security focal point in Kharkiv

Asset Management

• Maintaining and updating Helvetas assets including the recording of assets; disposal of assets; reporting any asset movement, loss or damage
• Asset Management, including ensuring appropriate storage and maintenance of assets.
• Tag / Register assets once the commodity is delivered to Helvetas premises.
• Carry out spot checks for both assets/inventory

Procurement, Storage, and Delivery

• Ensure the procurement of Kharkiv office supplies and service needs (high and low value transactions) are carried out in a timely and cost-effective manner and according to Helvetas Policy on procurement, and keeping in mind any donor requirements on procurement.
• Set realistic procurement timelines with program teams allowing S/He to assess market and obtain value for money purchases.
• Keep proper record of all contracts, expenditures, receipts, purchase order forms, waybills and other documents (in both soft – on Box and hard copies where required).
• Ensure the timely payment of all goods and services rendered, in coordination with budget holders and the finance department.
• Coordinate all logistics/procurement activities with other departments and Kyiv office.

Vehicle and Fleet Management

• Maintain Kharkiv vehicle fleet management routines, vehicle checks including logging, onboard equipment, tools and documents and regular service due dates.
• Ensure good maintenance of the vehicles and keep them in optimum condition and used costeffectively.
• Ensure proper management of fuel consumption of fleet through regular vehicle fuel consumption analyses and reporting to Line Manager. Ensure proper management of vehicles (deployments) through regular vehicle deployment and mileage (KM) report analyses – and in case of significant variance, ask concerned driver(s) to explain and or report to Line Manager.
• Ensure vehicle misuse is promptly reported to direct line manager if any misuse is identified.
• Ensure all drivers are regularly updated on any organizational information; changes/developments including on any SOPs.
• Update, disseminate and monitor weekly staff travel board (travel plans) by email and calendar tool.

Security

• Ensure that all staff and visitors to the Kharkiv office receive appropriate security briefing on arrival and immediately following any security incident (‘lessons learned session’) and provide security update during team meetings.
• Ensure that an appropriate system is in place to provide security information to visitors in advance of their arrival.
• Ensure all drivers are aware of the relevant aspect of the security management plan with regards movements and driving in Kharkiv and neiboring regions. Ensure driver briefings are conducted with specific regards to safety and security for all new drivers, and refresher sessions for all drivers at regular intervals or following a security incident.
• Any task reasonably assigned to you by your direct line manager or designated person
• Collect, analyse and share security information regarding the operational environment with relevant support and programme staff.

Administration

• Ensure all (stationary, toiletries, safety equipment, etc) office supplies are adequate and are replenished regularly
• Manage cleaning person(s) workplan
• -Book accommodation and transport when requested with the use to approved budget codes and procedures
• To make sure office utility bills (water, electricity, diesel, telephone) is processed and paid on time.
• Adhere to all agreed rental agreement contracts and other framework agreements set by Country Director and Logistics

Job Requirements

• Minimum 3 years of experience in: Logistics, purchasing, warehousing, vehicle management, general administration.
• University Degree or equivalent experience in logistics, management or related fields.
• Good understanding of core logistics and security functions
• Familiarity with donor rules and guidelines, how to work in compliance to those rules.
• Ability to plan, prioritise and organise work
• Anticipates outcome of activities and takes initiative to achieve targets
• Continually seeks out most efficient use of resources
• Ability to work in team and support others
• Strong commitment to Helvetas values and humanitarian principles;Excellent communication skills in written and oral English (B2) and Ukrainian
• Proven ability to organise work effectively and supporting others
• Attention to detail, highly numerate and computer literate, including word processing, databases/spreadsheet use.
• High analytical/negotiating/communication/inter-personal skills
• Ability to make effective, timely decisions and take prudent risks
• Ability to work effectively with others in a team across institutional boundaries and business units.

Helvetas is an equal opportunity employer and value diversity. All employment is decided on the basis of qualifications, merit and business need. Female candidates are strongly encouraged to apply.