Logistic officer

MISSION

 Medicos del Mundo (MdM) has been operating in Ukraine since August 2015 implementing a humanitarian emergency response and recovery program in the different parts of Ukraine. The current focus is on humanitarian emergency activities responding to the escalation of the conflict since February 2022.

 The program is implemented around two main components: direct delivery of services through multidisciplinary mobile units (including PHC, SRH, MHPSS and support to GBV survivors); strengthening of local health system (with a specific focus on PHC, SRH, MHPSS and GBV) through capacity building of health and non-health staff, awareness raising and advocacy.

 GEOGRAPHICAL SCOPE OF INTERVENTION:

 The Logistics Officer position will be based in the city of Zaporizhzhia however this position may require travel and support to other MdM offices and/or field locations as may be needed from time to time.  

 ORGANIZATION CHART

 Direct supervision by Field Coordinator and technical supervision by Head of Logistics base Dnipro and overall technical supervision by the Logistics Coordinator. 

 JOB SUMMARY

 The Logistics Officer will be responsible for Routine Procurements, storage, asset and disbursement of materials, equipment and goods, as well as fleet management of rented/owned vehicles needed for the response, transportation.The logistic officer will be in charge of the security management and set up of the security rules and requirements both for staff and assets.

 Logistic activities - as described below - are carried out in line with MdM’s and/or donors’ rules and regulations. 

 Planning

 Procurement Planning Draft and Follow up and provides necessary information such as risks, delivery time etc.

 Provide inputs in Logistic Department Strategy Drafting and follow up. Responsible for providing information about non-medical expenses such as transportation, warehouse rent, office rent, fleet, loading/unloading charges etc., in BFU and monthly forecast.

 Procurement

 Conducts and supervise the procurement of office food items, office supplies, IT, communication and visibility items. Procures all equipment and materials for the office and operational needs.

• Upon request support in drafting and collecting of QR/MRs or prepare when requires, follow up with HQ for validation (when directed by Log Co).
• Follow up the timely issuance of PO/Contracts or timely dissemination.
• Make sure information is updated in contract and purchase trackers right after the approvals 
• Share information for Compliance Check for all new suppliers (Screening) related with non-medical categories.
• Follow up rehabilitation work at project facilities` locations and make sure work is done as per the BoQ
• Contribute/assist to development of procurement plan or as instructed by Logistics Coordinator.
• Follow up with suppliers e.g., delivery schedules of goods and other procurement related concerns including final delivery point off-loading needs
• Coordinates and deals with suppliers and transport companies for the procurement and transportation of equipment and goods for the program. 

 Fleet Management

• The Logistics Officer will be responsible for Fleet Management and will be tasked with facilitating and coordinating smooth movement, maintenance, and planning of all vehicles and generators operated by MdM Spain. 
• Under fleet management, logistics officer will be responsible for Transport Planning, Drivers management, reporting, fleet maintenance and records keeping. 
• Ensure the monitoring and maintaining all safety rules and regulations related to the fuelling of vehicles and report all violations to the Head of Logistics base Dnipro and Logistic Coordinator.
• Ensure the management of Fleet and fuel supply through maintaining accurate inspection records.
• Ensure that vehicles are in good working order by inspecting/testing the vehicles and arranging/recording servicing and repair.
• Provide the management of drivers. 
• Coordinate vehicle & staff movements, manage the fleet and ensure the delivery of timely, effective and accountable logistics support to MdM team in carrying out programmatic activities.
• Provide support with arrangements for duty travels, including travel authorizations, flight and hotel reservations.

Stock management

• Ensure that all goods are stored and packed safely and securely.
• Ensure that the physical organization of items within warehouses is logical, optimizing space and preserving accessibility of items
• Check the accuracy and filing of all storage documents.
• Check the registration of each item going in and out in the respect of MdM procedures.
• Ensure physical inventories are done on a regular basis.
• Perform regular random checks across the various documents (MRs, invoices, stock cards, delivery notes, physical inventory reports)
• Ensure that the warehouse is in optimal conditions (cleaning and maintenance).
• Review and update the Stock Report and coordinate with the programs regarding expiry dates and timely disposal and distribution plans.
• Preparation and send the monthly Stock Report to the Logistics Coordinator, Programme Coordinator/Manager(s), Field Coordinators and relevant staff and respect the deadlines.
• Make sure warehouse stock is organized in sequential and logical manner, accessible easily, soft/digital records are maintained(online), Bin Cards, stock cards keep in archive once items have been dispatched. 
• Report all discrepancies to FieldCo/LogCo/Head of Logistics base in Dnipro upon reception of cargo, report all theft/missing/damaged items immediately. 
• Coordinate with transportation company, UN agency, logistics cluster for the upcoming convoys inside GCA and to NGCA.

Comprehensive Assets and Inventory management

• Maintaining up-to-date control and usage of all assets including tracking donor, value, and location, managing of equipment issues, maintenance and soft installation, recording all asset movements and disposals.
• Support the field project staff to manage assets in an accountable way.
• Coach the team/staff on how to dispose obsolete assets and equipment
• Support teams to complete filing of assets and asset tagging 
• Conduct physical count on regular basis and annually as per MdM standards.
• Keep all records of asset related documents such as (MR, PO/Contract, GRN, Invoice, Asset issuance forms, repair forms, asset transfer or disposal forms, donation forms/certificates etc)
• Share the accurate asset records/information on end of each project so MdM can report well in time. 
• Generate monthly asset reports or as requested by FieldCo/LogCo/Head of Logistics base in Dnipro Share monthly reports by end of each month.

 Facility Management

• Ensure the office maintenance, printing, scanning and photocopying of documents, logistics and hospitality arrangements in connection with meetings and other events.
• Provide support in the running of the Guest House(s) - GH. This includes but not limited to dealing with the cleaner in ensuring the places are kept cleaned, GH are supply with toilet consumables and cleaning suppliers, electrical appliances, etc.
• Provide support in the daily running of the office through the engagement with contractors, vendors, suppliers, etc and in close collaboration with the FieldCo/LogCo/Head of Logistics base in Dnipro

 Security management

 Support the risk analysis and risk reduction strategy in Zaporizhzhia and reviewing and updating the project practices and tools for security analysis and management in line with MDM Spain’s overall risk reduction strategy.

•  Evaluating physical applied security measures currently in place in MDM Spain operational area, premises (e.g. clinics, mobile units, guest houses, and offices) and work duty stations in supported health and identify additional or enhanced measures that should be considered based on the risks identified, with the objectives to allow a permanent team presence and operation continuity
• Examples of above: mapping of security events, mapping of local protection measures/checkpoints/enforced security zone, access/egress points for pedestrians and vehicles at perimeter/building, entry points for utilities, location of gas/fuel tanks/hazardous materials storage, vehicle parking lots/facilities, person intrusion prevention, safe room/area, communication equipment and protocols, guard force status, etc.)
•   Identifying and categorizing potential areas of operation and routing per level of risk. Advising on necessary improvements in order to mitigate the risk and minimize the impact of each type of incident
•  Evaluating Zaporizhzhia context and security monitoring capacity as well as the current flow of security related information, proposing improvements if necessary
• Contribute to the regular update of SOP for movements and communications.
• Ensure the proper implementation of the contingency plans and incident management

Other

 Support the FieldCo/LogCo/Head of Logistics base in Dnipro in the effective coordination and communication with local communities and other stakeholders.

• Coordinate with other logistics staff for inter-base movements, coordinate with program teams and for regular movements and make sure weekly movement plans are done and shared with CIMIC
• Support partnering efforts and opportunities with the Local Government Units, other government line agencies and structures, NGOs, and other stakeholders through consultation, information sharing when necessary.
• Lead and provide other MdM units with supporting programmatic activities in its organization and development of activities.
• Provide assistance to the office staff, international staff, visiting experts and consultants with respect to visa support, customs formalities, accommodation and transportation (air and ground as applicable).
• Any other duties as directed by the Log Coordinator or Field Coordinator in the management and coordination of logistics.
• This job description is not exhaustive and additional tasks in the remit of the role may be added/removed according to operational changes.

 HIERARCHICAL & FUNCTIONAL LINKS Hierarchical link: Field Coordinator, Technical link:Head of Logistics Base Dnipro, Logistics Coordinator 

 REQUIRED QUALIFICATIONS & EXPERIENCE:

 Academic background: 

• Technical education or Bachelor’s degree in Supply Chain, Logistics or equivalent in relevant field
• Knowledgeable in Microsoft Outlook, Word and Excel, PowerPoint, Teams

 Language requirements: 

•  English: advanced level (written and oral) in order to maintain frequent correspondence with both local and international staff as well as external partners & authorities.
• Ukrainian and Russian

 EXPERIENCE:

 The successful candidate must have:

• 2-3 years of experience in logistics (transportation and procurement), working within the commercial, charity/NGO/not for profit, public sector, security or a related field e.g. procurement, Humanitarian Supply Chain (e.g. ICT, mechanics, construction, transport, Water, Sanitation and Hygiene (WASH), Health & Nutrition, Education, Protection) etc.
• Experience of providing a customer service.

 COMPETENCE PROFILE:

•  Ability to work quickly, under pressure, and with short deadlines.
• Ability to manage emergency situations and remain calm. 
• Necessity to manage priorities and to adapt them daily according to the context.
• Flexibility to adapt to changing requirements and environment. 
• Cultural sensitivity and ability to work in a multi-cultural environment.
• Ability to listen and share decisions.
• Team player and good sense of humor. 
• Alignment with principles and ethics of MdM and humanitarian sector.

 AVAILABILITY

 Job start date: ASAP

Type of Contract: Fixed term contract

 SALARY

 Medicos del Mundo’s salary scale

 Please note:  

 Every application unanswered within 15 days after the job application submission deadline must be considered as not selected for shortlisting.

 Medicos del Mundo promotes equal opportunities for all people. We establish positive action measures for those who, due to functional diversity (‘disability’) or social and / or cultural exclusion, belong to under-represented groups in the job positions being offered.

 As a result, no candidate with a valid professional profile will be rejected because of a functional diversity or for being culturally or socially excluded for reasons of birth, ethnicity, race, sex, gender or any other personal, social or cultural characteristic.