Logistics & Administration Officer

JOB DESCRIPTION

Logistics & Administration Officer — KHARKIV

Department:     Support

Report to:  Under the direct supervision of the Field Coordinator (FC), and the technical supervision of the Logistics & Security Manager (LSM) and Administration & Finance Manager (AFM).

Position Title: Logistic & Administration Officer 

Location: Kharkiv, Ukraine

CDE background

La Chaine de l’Espoir (CDE) 

La Chaine de l’Espoir is an international Non-Governmental Organization (NGO) founded in 1994. Its mission is to strengthen health systems to give everyone, especially children, the same chances of survival and development. 

We work in 28 countries with a comprehensive approach, focusing on children, mothers and disadvantaged communities:

• Prevention and screening from an early age, particularly through school health programs.
• Care and surgery, to meet the most urgent needs of children and their mothers.
• Strengthening the medical and surgical workforce thanks to our international network of experts.
• Construction and equipment of hospital structures adapted to local needs.

Since March 2022, La Chaine de l’Espoir has been implementing a project to support the Ukrainian health system to improve medical and surgical care for victims of the war and patients in general, in collaboration with the Ministry of Health (MoH), the Health Cluster co-led by the World Health Organization (WHO), and the health authorities at oblast levels. The initiative, co-funded by the Centre de Crise et de Soutien (CDCS) of the French Ministry of Europe and Foreign Affairs, is a response to assessments conducted by La Chaine de l’Espoir's medical and biomedical team in coordination with relevant stakeholders.

La Chaine de l’Espoir mainly focused its activities in areas close to the frontline and newly accessible areas (Mykolaivska, Kharkivska, Dnipropetrovsk, Zaporizka) on the delivery of medical supplies including emergency traumatology kits, medicines and consumables, biomedical equipment (for endoscopy, intensive care, orthopaedics surgeries, radiology, operating theatre...), and war medicine training (more than 1000 health medical and paramedical staff trained).

In 2024, La Chaine de l’Espoir aims to fill critical gaps at the primary, secondary and tertiary levels of the Ukrainian healthcare system, with a particular focus on improving access to quality healthcare for trauma, cardiology and maternity departments. La Chaine de l’Espoir is also working on improving availability of services to reduce risk factors for children with cardiac conditions, girls, newborns and pregnant women and aims to improve prevention for community members on children's heart conditions and sexual and reproductive health. La Chaine de l’Espoir’s intervention also aims to promote capacity-building among healthcare professionals regarding the health conditions of children (cardiology), adolescents and women of childbearing age, as well as detection methods and referral processes.

General objective of the position:

ROLE PURPOSE 

The Logistics & Administration Officer ensures logistics and administration tasks at Kharkiv sub-office level. In addition, the candidate contributes to manage the security of CDE’s members and premises in Kharkiv under the FC responsibility. 

Responsibilities & Duties: 

Logistics:

1. Procurement:
2. Set-up, update the procurement plan and be responsible for all procurements for the projects and the Kharkiv office, in time, and according to the better value for money principle.
3. Optimize sourcing considering price, quality, lead time.
4. Negotiate with the suppliers to obtain the most beneficial conditions for the projects and/or the Kharkiv office (delivery, price, payment terms, guarantee etc.).
5. Ensure the procurement files eligibility and appropriate archiving.
6. Update procurement and supplier’s database and maintain contact with other NGOs to increase his/her knowledge and analysis of the different markets.
7. Ensure that purchase files are correctly archived.
8. Stock management:
9. Guarantees the management and monitoring of the mission’s stock, according to CDE procedures and tools.
10. Be responsible for the efficient management of the Kharkiv office and project stocks: In/Out movements record, storage conditions, security, out-of-stock prevention.
11. Ensure the movement/transfer of documents is properly referenced.  He/She checks stock reports monthly.
12. Equipment Management:
13. Be responsible for the good management of all the project and office devices (inventory).
14. Fleet Management:
15. Ensure that the fleet available for the office and the project is adequate and constantly operational.
16. Implement and control CDE’s fleet management procedure (security and safety, Car rental follow-up).

1. Reporting:
2. Responsible for compiling information and sending the monthly logistics report on time.

1. Representation:
2. Participates in inter-NGO/cluster logistics coordination meetings.

Administration:

1. Ensure the proper financial and accounting management of the Kharkiv Office
2. Ensures that account books are completed in accordance with internal rules, and that all necessary documents are sent to the Kyiv office, after validation by the FC.
3. Is responsible for keeping the accounts and ensures that they are justified by the appropriate accounting documents. 

Tasks and responsibilities are subject to modifications according to the needs.

Job Requirements: 

Education:

• A certificate or degree in logistics, procurement, administration, operations management is desirable.

Work experience:

• 2 to 3 years’ work experience in a similar logistics/administration position is desirable.

Languages: 

• Ukrainian native speaker
• Good verbal and written communication skills in English (B2 level)
• French is an asset. 

Personal qualities and skills: 

• Adherence to humanitarian principle and CDE’s code of ethics
• Strong security context analytical skills and in-depth knowledge of Eastern Ukraine
• Excellent organizational and communication skills with exceptional attention to detail
• Strong time management skills
• Knowledge of the various local contacts
• Ability to work independently and collaboratively
• Patience, flexibility and capacity of adaptation
• Computer proficiency in Microsoft Office Package
• Good interpersonal skills
• Demonstrated capacities to work with colleagues

General Terms & Conditions: 

CDE applies a 'zero tolerance' policy with regard to all misconduct affecting the professional credibility of its employees: CDE staff, partners (local or international) and service providers.

Safeguarding & PSEA:

CDE policies ensure the protection of children and vulnerable adults; protection includes any harmful activates that might put vulnerable in risk, sexual exploitation, injuries or any other kind of harm. We expect from our employees to show full commitment to all policies. 

Accountability to CDE Policies: 

CDE Ensures a transparent and fair competitive recruitment process for all applicants. At the same time, CDE expect from new employees to apply “no harm” principles and adhere to CDE policies and regulations in the areas of information confidentiality, Safety & Security, CDE reputation, and data protection. 

Conditions:

• National position, 12 months
• Full time position, based in Ukraine (Kharkiv)
• Salary: Salary: 70 000 UAH (gross salary)