Logistics Officer (national employment contract) At Terre des hommes

Terre des hommes is looking for a proactive, energetic, and organized Procurement Officer, to join its team in Kharkiv, Ukraine, to support in the implementation of its projects. If you are looking for a meaningful job that will make a lasting impact on the lives of children, we want to meet you.

Start date: As soon as possible.

Contract: 6 months (with the possibility of extension), local, full-time Employment Contract.

Probation period: 3 months

Remuneration package: Attractive salary, private health insurance and life insurance against accidents

Location: Kharkiv, Ukraine

Reporting Line Management: Base Coordinator (Administrative) and Logistics Coordinator (Technical)

Management: Logistics Assistant & Drivers

Deadline for applications: Recruitment will be ongoing until position is occupied.

ROLE DESCRIPTION

The purpose of the position is to lead the logistics and supply chain management of Tdh base in Kharkiv along with subbase in Mykolaiv. There is small activities in Odessa too, which will need to be supported.
The role will require travel to field offices as needed.

Key responsibilities:

Procurement

• Ensure that all procurements are done in accordance with Tdh logistics policies, procedures and donor regulations
• Check and receive purchase requisitions and initiate the procurement process according to Tdh procurement regulations and thresholds
• Ensure RFQs and Tenders, are prepared and sent out within the agreed lead time
• Complete and issue purchase orders in accordance with Tdh regulations.
• Check procurement documents (Bid analysis, Purchase orders and Payment documents etc…) and submit to signatories for verifications and approvals.
• Check payment documents as per procurement checklist before submission for approvals and to finance.
• Provide support on the pre-qualification exercise.
• Conduct regular market surveys to identify suitable and reliable suppliers and service providers
• Maintain updated vendor data base at base level

Fleet Management

• Managing and tracking of all vehicles on the fleet, when required to support the base offices in Kharkiv and Mykolaiv
• Ensure that vehicles are checked daily, and that regular service and maintenance is carried out as per agreed schedule as well as managing service agreements such as vehicles fueling.
• Ensure vehicles have current and lawful documentation.
• Receive travel requests and maintain trip schedules.
• Produce logistics site report, vehicle and generator cost performance report as needed

Asset/IT Management

• Maintaining up-to-date control of all assets including tracking donor, value, and location, and recording all asset movements and disposals
• Oversee the issuance and return of assets to/from staff in the absence of assets focal person
• Ensure compliance with computer standards at workplaces
• Update asset register and send to country office every month in the absence of the asset’s focal person

Filing/Reporting Management

• Carry out regular spot checks to ensure all folders on O365, documents are being filed correctly and to the level of quality required.
• Preparation of Monthly Logistics Report

YOUR PROFILE

Education / Qualifications: Bachelor’s degree in Supply Chain Management, Business Administration, or related field; Master’s degree preferred.

Experience:

• At least 3 years’ experience in supply chain
• Previous experience with an NGO is desirable.
• Good knowledge of Ukrainian Laws.
• Sound understanding of procurement and logistics principles.
• Good understanding of the procurement rules and logistic.
• Strong knowledge of humanitarian supply chain regulations, including donor requirements.

Languages: Fluency in Ukrainian and English (written and oral).

IT Knowledges: Experience in using such computer software as Microsoft Office, knowledge of database package MS Excel.

Travel Needs: Will require to