Logistics Officer / Офіцер/ка з логістики

Duty station: Kyiv City
Kind of Contract: FOP
Supervises: N/A

Functions: The Logistic Officer is responsible for the correct planning, implementation, monitoring and management of the logistic and supply chain processes, including, but not limited to, fleet management, premises management, customs, order processing, procurement, etc. in accordance with Soleterre protocols, standards and procedures in order to contribute to an efficient running of the mission. Moreover, he/she should assist the Program department with field operations, when necessary, such as supplies delivery. He/she is expected to be honest and transparent and keep the necessary level of confidentiality on information acquired on the job.

Responsibilities in fleet and premises management:

· Ensure that vehicle maintenance and repairs are done in the most cost-effective manner.

· Collaborate with the Program department to analyse mission needs to ensure the proper amount and utilization of vehicles, plan vehicle movements each week as per staff request and per driver availability to ensure correct and efficient program support and formulate contingency movements.

· Coordinate travel needs including purchase of train tickets or other means of transportation arrangements for staff when necessary.

· Ensure cleanliness and operational status of premises (office and GHs), including supervision of cleaning duties, maintenance needs, furniture/equipment and premises status, relations with landlord.

· Organise accommodation and facility services in case of monitoring visits from the Soleterre HQ, workshops, trainings or events.

· Coordinate and support in the necessary arrangements for expatriate staff and visitors (i.e. VISAS).

· Ensure that all services (internet, electricity, water and gas supply, furniture, consumables, etc.) within the office and GHs are properly set-up and working properly.

· Produce and respect a maintenance plan of all services in office and GHs.

· Oversee regular inventory check on a quarterly basis.

· Ensure the safety for goods inside and outside the premises under logistic responsibility.

· Identify problems and coordinate solutions with line manager.

Requirements supply-chain and procurement management:

· Ensure, monitor and evaluate the implementation of procurement procedures and overall supply activities in the mission, according to Soleterre standards, protocols and procedures.

· Ensure quality of work, services and supplied materials.

· Ensure the respect of donor’s procurement policies and procedures and align them to Soleterre ones.

· Ensure smooth running of the supply administration (PRs, RFQs, ITBs, POs, etc.) according to the implemented supply procedure and the Soleterre regulations, and proper documentation of such procedures.

· Prepare ITBs, National and International Tender documents as per needs. Lead the opening, evaluation, selection, reporting and contractual preparation with selected suppliers, enduring that proper documentation of such procedures is available.

· Lead the establishment of FWAs or contracts with major service providers, according to Program needs. As well as maintaining a pre-qualified list of suppliers.

· Plan, coordinate and supervise the daily activities of the supply sections and define their level of priority. Implement the adequate tools and procedures.

· Coordinate customs clearance of projects’ materials.

· Plan and collaborate with Soleterre HQ departments on procurement procedures that require HQ involvement as per procurement manual.

· Support the Program department in the design and implementation of Procurement Planning.

· Assist the Program department with field operations, when necessary, such as supplies delivery

· Participate actively in the definition of annual project planning and budgets, advising in the translation of the identified needs into objectives, priorities and resources needed for intervention

· Ensure that data reported in Soleterre’ databases are correctly used and accurate. Provide training for staff if required.

· Participate in relevant thematic clusters, coordinate with other humanitarian actors, and monitor and analyze the evolving needs of the target population as the ongoing emergency continues.

Prerequisite:

· University Degree in Business Management/Administration, Social Sciences, International Relations or any relevant degree

· Minimum 3 years relevant professional experience in logistic/supply chain management in an INGO.

· Excellent computer software skills in MS (Word, Excel, outlook).

· Familiarity with general procurement and supply chain processes.

· Excellent analytical, observation, in-depth analysis, and document processing skills.

· Excellent interpersonal and negotiation skills with local authorities.

· Capacity of working both individually and as part of a team and creating a supportive working

relationship among all project teams.

· High confidentiality, respect, integrity, and non-discriminatory attitude

· Adherence with the values of Soleterre.

Language: Good knowledge of English (Mandatory) and Ukrainian

Salary range: 87.000-96.000 UAH (Gross salary)

Please, provide your CV and cover letter (in English) to [email protected]. Applications will be evaluated on a rolling basis.