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Field Logistics Officer

HEKS / EPER Ukraine
1 месяц назад
02 октября 2022

HEKS/EPER UKRAINE is looking Field Logistics Officer in Kharkiv, Ukraine. Base in Kharkiv.

Job objective

The Log-Officer will supervise the Logistics team of the base.

The purpose of the position is to supervise all logistic activities regarding the projects and HEKS base:

  • Management of the fleet of vehicles / equipment
  • Stock and assets Management
  • Procurement – supply
  • Management of office and guest houses contracts and functioning

Participation in security management

Tasks and responsibilities

Support management of the fleet of vehicles/equipment

  • Organize the allocation and provision of the vehicles/equipment
  • Identify the requirements and choose the suppliers
  • Provide training in the handling of equipment and develop operating procedures
  • Ensure a proper follow up of movement and fuel is in place (log book, monthly fuel follow up, etc.)
  • Monitor the additional equipment required and advise on the purchase
  • Ensure that the preventive and curative maintenance of vehicles is done
  • Diagnose breakdowns and organize the repairs
  • Install the equipment and maintain it
  • Implement the monitoring tools

Support procurement – supply – Transport of goods

  • Handle orders and service contracts according to the established rules
  • Together with the Logistics Coordinator and the Logistics Officer, organize the different stages in purchasing goods and services: orders, tracking, taking delivery, any customs clearance, conformity checks and budget check
  • Ensure purchasing logistics procedures are followed
  • Choose the methods of transporting and packaging the merchandise
  • Schedule shipments and track them up to their final destination
  • Organise the local transport

Support stock Management

  • Choose the storage site and its layout plan
  • Ensure the flow of merchandise is organized
  • Take delivery of the merchandise and check the quality & quantity
  • See to the physical management of the stock and in particular, attend to phytosanitary measures and expiry dates if needed
  • Monitor the stock list and implement the relevant tools (stock cards, bin cards etc..)
  • Support equipment and accessories management
  • Identification, registration and labeling of all the equipment.
  • Follow up and update of the equipment and accessories’ list 

 Support management of office and guest houses contracts and functioning

  • Handle rental contracts for all premises
  • Handle contracts linked to utilities of the premises (water, electricity, etc)
  • Ensure adequate and required equipment/furniture are in place and functioning
  • Ensure follow up and supply of office supplies
  • Organize various maintenance and repairs if needed

Coordination and General support

  • Organize travels in the framework of the projects (planning, vehicles, tracking movements, escort, etc.)
  • Provide team members with the information necessary for the successful implementation of the projects
  • Make suggestions and participate in the development of new tools in his/her field of activity
  • Create strategies to improve the support for the programs in the intervention zone
  • Support HR management
  • Provide appropriate training, mentoring, coaching and capacity building of the team under her/his responsibility
  • Organize team meetings and provide weekly program update and staff planning
  • Follow up daily worker staff attendances, and provide weekly attendance sheets to admin department to facilitate payroll process
  • Ensure regular feedback to the staff under her/his responsibility and appraisal process when needed
  • Support disciplinary measures application if needed
  • Other
  • Agree to comply with HEKS Code of Conduct and promote Child Safeguarding policy.
  • Report serious cases of abuse on children that she/he would be aware of in HEKS’s intervention locations. Strict confidentiality must be respected.
  • Adhere to and enforce current administrative and logistical regulations and procedures
  • Work in close collaboration with wash and protection projects and departments.

Specific objectives and linked activities

  • Perform core administrative tasks necessary to the establishment and continuation of HEKS-EPER i
  • Support in hiring national staff and establishing a team country-wide
  • Establish HR procedures and policies
  • Ensure HEKS’s compliance with legal employment requirements of operating in Ukraine

Job requirements:


  • At least 2 years’ experience in a similar position
  • Advance IT knowledge (hardware and software, Microsoft Office, Internet)
  • Previous experience with an NGO
  • Previous experience in emergency response is appreciated


  • Required qualities: organized, sense of human relations, diplomacy, communication skills
  • Desirable: proactive, autonomous, rigorous, analytical, willingness and motivation to work in an international and intercultural context


  • Fluent in Ukrainian and English (written and spoken)

Qualified candidates should send their CV and cover letter in English to Отправить резюме . Only short-listed candidates will receive notice requesting additional information.

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