Logistic Assistant

Logistic Assistant 

Ukraine Mission

Based in Odessa

Date Update: January 2023

For this position, MDM FR would like to remind that a good English language command is mandatory : Therefore, applications in English shall be considered in priority.

MAIN TASKS:

Support the logistics department on one or more restricted technical aspects (purchasing, fleet management, stock management, transport, renovation, etc....) in application of defined procedures and rules.

Carry out the daily follow-up of cases in terms of implementation and administrative management

WORKING RELATIONSHIPS:

Hierarchical Link: Logistic Coordinator

Functional Link: Logistic Officer, Driver, Admin team 

Other: Coordination team, medical team, field team

ROLES:

1. Purchasing

• Participate to the local purchasing of goods for the Coordination management, upon instruction and under the supervision of MDM Procurement procedures
• Purchase goods ensuring the optimum price/quality ratio on the market
• Collecting quotations and checking prices for purchase of goods and services
• Ensure that the suppliers fill in all receipts for local purchases correctly
• Support the Log team in the translation of receipts written from Ukrainian into English
• Ensure the delivery of all purchased items, collects the proof of delivery and proceeds to the validation of the invoices by the Admin team
• Keeping and updating all logistic filing system (hard and soft version)

2.    Stock

• Regularly check inventory levels (physical counts)
• When an order is received: check the number of packages, check packaging and content and inform the Log Coordinator of any problems
• After receipt, immediately update the stock cards, recording the reference number of the receipt document
• Ensure that all items are well organised and correctly stored, well protected, fully identified and easily accessible.

3.   Guest Houses and Offices

• Ensure the maintenance and well-functioning of the equipment and IT in the whole office & Guest Houses
• Support the Log Coordinator in the rent payments, utilities and facilities management in office and guesthouses
• Follow up the repairs when needed: contact the repairers and buy material needed.

4.    Other Duties

• Participate in internal work meetings and inform MDM team on log issues
• Report any security related issues to the Log Coordinator
• Assist the Log Officer in reporting requested by Logistic Coordinator
• Supporting operational organization of field trips and MDM programs
• Maintaining full confidentiality for all work-related information
• To perform any additional duties on instruction given by the Logistic coordinator

The list of tasks is not intended to be exhaustive and other tasks may be requested by the line supervisor. In addition, a certain degree of flexibility and adaptability is expected from the collaborator according to the potential evolution of the mission's constraints

CONDITIONS OF THE JOB:

Position based in Odessa, with visits on the field.

CONTEXT:

Three MdM chapters are directly implementing activities in Ukraine:

• MdM Spain has the lead for global MdM repsonse in the country and covers Kiev and surroundings, Donbass, Kharkiv, Zaporidja
• MdM Germany covers Dnipro and Vinitsia
• MdM France covers the Southern part, Odessa, Mykolaiv, Kherson

In Mykolaiv oblast, MdM-F supports Mykolaiv Ukrainian Red Cross Society (URCS) in restoring access to primary health care and Mental Health and Psychosocial Services (MHPSS) for populations affected by the conflict. The component of sexual and reproductive health, as well as Gender Based Violence is part of this project.

SKILLS REQUIRED:

Training & Experience

• Similar experience or a minimum of 2 years in a national or international NGO or private sector

Skills

• Technical skills in Logistic
• Draft notes and documents 
• Use the Microsoft Office Pack
• Speak the language of the coordination (English)
• Good knowledge of Odessa market
• Autonomous
• Communicate MdM values and positions

Languages

• Fluency in spoken/written Ukrainian/Russian
• Basic English

Soft Skills 

• Autonomous
• Good teamwork skills, good interpersonal skills
• Sense of initiative and confidentiality
• Rigor and organizational skills
• Negotiation skills (diplomacy)
• Ability to analyse, conceptualize and plan
• Good writing and communication skills 
• Stress management

EMPLOYMENT CONDITIONS:

• Contract Type: Fixed term contract
• Duration: 6 months (possibility for extension) 
• Starting date: February 2023
• Job Schedule: Full time  
• Location: Odessa
• Employment: Logistic Assistant – category 3