Security and logistics coordinator in Ukraine At Bibliothèques Sans Frontières

ABOUT BSF

Founded in 2007 by the French historian Patrick Weil, Bibliothèques Sans Frontières (Libraries Without Borders) is an NGO that empowers vulnerable populations by sharing culture, education and information. It implements inclusive and innovative projects in 30+ countries, enabling people affected by crises and precarity to educate themselves, dream and (re)build their lives. Thanks to its innovative tools, library of contents and expertise in mediation, BSF and its partners tackle the major challenges of the 21st century such as education, culture, citizenship, community building, health, employment or entrepreneurship.

At BSF, decisions are only based on the applicant’s skills and qualities regarding its needs of recruitment within a respectful and inclusive process. BSF hires and employs individuals regardless of their gender identity, sexual orientation, religion, cultural or ethnic background, or disability.

UKRAINE RESPONSE PROGRAM

The Russian invasion of Ukraine in March 2022 led to massive population displacements within the country and in neighboring countries. Needs related to protection, orientation, information and psychosocial support for displaced populations – mainly women and children – are a priority alongside primary needs.

Since the first semester of 2022, throughout Ukraine BSF has created several Ideas Box Hubs for emergency information, protection and psychosocial support in partnership with local, international and public organizations. The Ideas Box allowed to quickly deploy safe spaces for children that include psychosocial, educational, cultural and recreational activities. In each Ideas Box, books in Ukrainian, games and applications were selected, as well as digital resources (educational, information, cultural, entertainment videos, websites, applications, etc.) via the offline server.

BSF also implemented digital learning centers to support displaced children in pursuing their education as well as adults in their access to learning and information. It also facilitated access to mental health and psychological support via provision of contents to partners. Moreover, in December 2024 BSF will finalize a project addressing needs in conflict-related sexual violence (CRSV), developed in partnership with the UN office of the Special Representative of Secretary-General on CRSV.

Now that BSF is identified as a relevant humanitarian actor in Ukraine, it is about to transfer its office and team from Lviv to Kiyv. Besides, in August 2024 it has concluded an 18-month long partnership with the Norwegian Refugee Council (NRC) to address, within the highly exposed Donetsk and Kharkiv oblasts, the population’s needs in formal and non-formal education as well as in catch-up learning.

In this context of expanding activities and increasing volatility of the conflict dynamic, BSF is looking for a Logistics & Security coordinator to accompany the transfer of our offices to Kiyv as well as the shift of our operations towards the East of the country, in a safe and secure manner.

POSITION WITHIN THE ORGANISATION

The Logistics & Security coordinator is under the authority of the Ukraine Country Representative. The Desk International, based at the HQ in France, will provide its support and/or insight based on needs.

KEY RESPONSIBILITIES

In close collaboration with BSF Country Representative in Ukraine, the Logistics & Security coordinator will be responsible for the following tasks:

SECURITY (60%)

1.Prevention and coaching:

• collects information and data on context and security situation in Ukraine / the region;
• liaises with key stakeholders in the scope of security
• advises and informs the Country Representative on context and security developments, accordingly, suggests action points to the latter.
• in collaboration with the team, documents / updates / strengthens BSF security management framework and corresponding tools

2. Security management and coaching:

• sets-up and leads a Security Working Group involving the team, plans regular meetings to tackle security and safety pending files;
• coaches the team on how to document a security incident and address it internally.

3.Response to incidents and coaching:

• together with the team, sets-up SOPs and/or guidelines on incident management should a security incident / emergency arise

LOGISTICS (40%)

1.Supply Chain Management

• Develops and implements procurement plans that are in line with the objectives of the mission, while meeting the requirements of BSF procurement procedures and donors’ standards.
• Guarantees that supply chain is implemented and documented for all purchases
• Ensures fluid communication and exchange of information with purchasing and shipping department at headquarters

2. Communication, stock and equipment Management

• Coordinates transport of goods, equipment, and personnel.
• Ensures regular communication and reports to program team on the field and HQ logistics team
• Manages and monitor equipment (including communication tools inventory and stock control.
• Ensures premises’ administrative management at base level and identifies needs regarding assets and premises

3.Transport and Infrastructure

• Oversees the maintenance of infrastructure (offices, guesthouses).
• In coordination with Program Coordinator, is responsible for managing the logistics of BSF staff trips to the field (e.g booking hotels, trains, and other necessary travel arrangements).

4.Budget and Reporting

• Develops and manages the logistics budget in coordination with finance department.
• Tracks expenditures and reports on costs to ensure donor compliance.
• Prepares regular logistics reports for coordination and external partners.

5.Coordination and specifics

• organizes and documents local transportation from BSF storage location to partner locations according to freight standards
• ensures the good reception of international shipment in coordination with HQ logistics team, partners and program teams, and manage customs clearance locally
• in coordination with Program Coordinator, is responsible for making purchases in Ukraine and ensuring timely delivery to partner locations.
• Accompanies the transfer of BSF office and teams from Lviv to Kiyv

COMPETENCIES REQUIRED

• Experience in the humanitarian sector;
• Proven experience in developing logistics and security related technical tools, guidelines and systems;
• Strong assessment, evaluation and analysis skills;
• Ability to coach and empower teams that are “new” to security and safety related files, in a pedagogical way;
• Recognized relational, communication and writing skills
• Solid sense of responsibility, reliable and rigorous with an ability to manage stress and priorities.
• Fluency in English.
• Availability to move in the country for field missions by him/herself and/or with colleagues from the Ukraine team as well as with visitors from HQ;
• Respect for BSF’s values and principles

RECRUITMENT CONDITIONS

• Type of contract: Fix-term employment contract, under Ukrainian law
• Duration of the contract: 18 months
• Remuneration: depending of experience and salary grid of BSF
• Starting date : Asap
• Workplace: Kiyv