Logistics Manager

Solidarites International (SI) is a French No Governmental Organization (NGO) – registered under the association law 1901 – working in areas with difficult humanitarian access, aimed to deploy emergency responses related to Wash, Food and Shelter Assistance in order to address immediate acute needs , targeting refugees, IDPs as well as conflict-affected populations in 23 countries.

For more information about SOLIDARITES INTERNATIONAL, please visit its website:   https://solidarites.org/

In Ukraine, SOLIDARITES INTERNATIONAL has started an essential response in CASH assistance, water, sanitation and hygiene, emergency shelter and food assistance for the refugee and host populations since March 2022. To ensure the smooth running of our activities, we need you.

MISSION

Goal/Purpose:

The Logistics Manager will implement and supervise all logistics operations at his/her assigned base.

He/she will organize logistic support for programs, in keeping with Solidarites International procedures.

He/she will assist the base manager or the field coordinator in the implementation of safety rules.

JOB

List of main tasks:

Supply Management

· Carry out a purchasing environment analysis at the local level 
 · Supervise the update of price lists and supplier files 
 · Manage the Solidarites International purchasing procedures and those from donors funding the programs. 
 · Establish and update purchasing timelines, taking into consideration procurement tables, operation timelines and contextual and procedural logistical constraints 
 · Receive, approve and process requests for quotes and internal order forms 
 · Ensure that budgetary lines related to logistics are monitored and observed 
 · Supervise the preparation of purchasing documents and draft the contracts 
 · Participate in the drafting of the call for tenders
 · Supervise purchasing, ensuring that approval rules and procedures are observed 
 · Select suppliers and negotiate prices, deadlines and delivery methods 
 · Ensure that purchasing documents are complete and archived in keeping with Solidarites International procedures 
 · Ensure that dealings with suppliers are monitored 
 
 Vehicle Fleet Management

· Negotiate vehicle rental contracts 
 · Supervise the planning and execution of maintenance and repair work on mission vehicles 
 · Establish vehicle movement schedule 
 · Ensure that a complete breakdown kit is available on board all vehicles 
 · Permanently ensure that all drivers have received general training and carry out regular testing 
 · Ensure that drivers are aware of their obligation to adhere to Solidarites International safety rules and procedures 
 · Check that vehicle log books are in place and are used correctly 
 · Ensure that fuel consumption and vehicle mileage are monitored, consolidated, analyzed and recorded 
 · Prevent the misappropriation of fuel and spare parts
 · Ensure that all vehicles have accompanying administrative documents and that these are correctly filed and monitored

Equipment/Telecommunications Management
  · Update inventory in real time 
 · Optimize distribution of materials according to task needs 
 · Organize the installation, safe-guarding and monitoring of materials 
 · Install communication means and ensure that they are regularly maintained 
 · Train teams in the use of these communication means Management and Monitoring of IT Equipment 
 · Update antivirus software 
 · Implement backup and data-protection procedures 
 · Ensure the maintenance and correct use of IT equipment 
 · Provide technical assistance to teams and organize training sessions 
 
 Supplies Management 
  · Select storage locations and create a plan for the development and security of these sites
 · Ensure material is stored under suitable conditions and monitor expiration dates 
 · Ensure procedures are followed as stock is checked in and out 
 · See that all documentation linked to stock is complete and correct 
 · Supervise monthly physical stock inventory 
 
 Human Resource Management
  · Analyze and quantify logistics personnel needs 
 · Recruit, train and supervise the logistics team 
 · Conduct performance reviews for members of the logistics team 
 · Organize formal team meetings at regular intervals 
 
 Security
  · Implement team safety measures as determined by the coordination team 
 · Train teams in safety rules and procedures
 · Pass on any security-related information to his/her line manager 
 
 Reporting/Capitalization

· Ensure the compilation of price and supplier lists, as well as information in use (import-export, exemption, taxes)

 · Ensure that internal order forms are monitored and that the status of each order is given to the person waiting 

· Consolidate logistics packages monthly and pass on to the logistics coordinator 

· Provide the logistics coordinator with all information needed to draft intermediary and final reports · Pass on purchasing reports for closed programs to the coordinators at the established frequency

PROFILE OF THE CANDIDATE / REQUIREMENTS

• University degree
• 3 years of experience in logistics / supply management
• Experience with NGOs is a plus
• English: fluent (spoken / written)
• Software: Office Pack (Excel, Word..)

Fluency in English mandatory

Only CVs in English will be considered

Starting date: ASAP

Duration: 1 month, renewable

Duty Station: Odesa, Mykolaiv, Kharkiv, Uman, Dnipro, Lviv, Kiev