Deputy Logistics Coordinator

Premiere Urgence Internationale (PUI) is a non-profit, non-political and non religious humanitarian NGO. PUI started humanitarian intervention in Ukraine in February 2015. The mission's objectives are to improve or restore equitable access to primary health care for the local and displaced population affected by the military conflict and to improve their living conditions by covering their fundamental needs.

Place of work - Kyiv

Qualifications 

Education Degree:  

• Bac + 2 – in logistics (Purchases, transport etc.)
• Bioforce or Humanitarian Training coursed  

Work experience: 

• Min. 1 years Logistics Experience in Humanitarian Sector 
• General Management Experience 
• Experience in a similar field 
• Experience within PUI

Language Skills: Fluent In English and Ukrainian

Knowledge and skills:

• Strong knowledge of procurement and supply chain in Humanitarian Context
• Proven management experience and organizational skills 
• Strong Report drafting and ICT skills 
• Specific Experience in Medical Supply Chain 
• Experience in customs/ importation
• Strong work ethic, calm manner and positive attitude  

Required Personal Characteristics:

• Strong work ethic, to be committed and disciplined within very busy working environment 
• Autonomy, initiative and sense of responsibility 
• Good resistance to stress 
• Sense of diplomacy and negotiation 
• Good analytical and judgmental skills 
• Organization and management of priorities 
• Adaptability to changing priorities 
• Pragmatism, objectivity and perspective 
• Strength of proposals 
• Sense of commitment and ethics 
• Reliability and discipline 
• Ability to delegate and supervise the work of a multidisciplinary team

Computer skills:  Office Programs, Outlook/ Email 

Overall objective:

The Deputy Logistics Coordinator supports the Logistics Coordinator in the implementation of a logistics framework tailored and organized around an efficient supply chain, a properly sized logistics support at the mission level. He/She is also committed to the management, respect, compliance and efficient implementation of all related policies, rules, procedures and good practices at coordination level. He/She supports the Logistics Coordinator in the technical management of logistics managers upon request. 

Tasks and Responsibilities: 

• Supply Chain: He/She is responsible for implementing the supply chain strategy at coordination level. He/she ensures that the administrative and operational components of the supply chain are in place and functional. He/She guarantees that PUI’s related procedures, policies and tools linked with purchases, transport and storage are in place and are respected. He/She supports the Logistics Coordinator in making relevant links woven with HQ so as to avoid delays, loss, gaps in the HQ - field supply chain. 
• Support logistics management: He/she ensures that all coordination teams have the means, resources and tools they need to carry out their activities. He/she actively supports the Logistics Coordinator in shaping the mission in terms of materials, equipment, services allowing a well-functioning of the bases. 
• Security: He/She ensures that the necessary means and frameworks are available to implement security rules related to communications, movements and facility management at coordination level. 
• Team management: In collaboration with the Logistics Coordinator, He/She is responsible for the tailoring of the coordination logistic team. He is responsible for the line management of the logistics managers' team at coordination level in accordance with related HR policies and procedures, including recruitment and performance management. 
• Strategy: He/She supports the Logistics Coordinator in the mission logistics strategy designing, including supply chain, support and logistics operations together with the Coordination team. 
• Coordination: Under the supervision of the Logistics Coordinator, he/she consolidates and shares logistics related information, data at Coordination, bases and HQ levels. 
• Representation: On Logistics Coordinator request, he/she represents the organization in forums, amongst partners, authorities and different local actors involved in the logistics fields. 

Specific objectives and linked activities:

1. MANAGING AND MAINTAINING AN EFFICIENT AND FUNCTIONAL SUPPLY CHAIN 

• Provide support to the Logistics Coordinator in ensuring there is a functioning framework as well as a global monitoring process of the supply chain are in place and ensuring its proper functioning and optimization at coordination level.
• Supervises all related procurement processes from a coordination perspective (considering teams and activities related needs), ensures that donors and internal policies, rules, procedures and tools are respected. 
• Supports the Logistics Coordinator in ensuring that a national supply chain infrastructure is in place (considering custom, transport, storage fields / options and means) and an efficient pipeline is established until completion. 
• Makes sure that competition processes are carried out for goods, works, services markets and that they are properly managed, committed and delivered when and where needed at the Coordination level. 
• At coordination level, he/she ensures that appropriate steering and strategic tools are in place for supply chain management including, but not limited to, procurement plans, pooling of resources (internal and external), framework agreements, supplier sourcing. 
• Support the Logistics Coordinator in coordinating with HQ's international procurement branch for all international supply matters. 

2. DEFINE AND DEPLOY APPROPRIATE LOGISTICS SUPPORT AT COORDINATION LEVEL 

• Defines and provides the technical and human resources needs related to facility management, energy as well as IT and communication resources at the coordination level. He/she supports the Logistics Coordinator in ensuring that their funding is made possible, especially in the framing of new projects. 
• At coordination level, ensures the implementation of tools for steering and monitoring activities (fleet and equipment management). He/she pays particular attention to cost management. He/she supports the Logistics Coordinator analyzing the monthly reporting pack and implementing the necessary corrective actions. 
• Actively participates in the technical decisions and validations that are made at the mission level and linked with the equipment, means of transport as well as the service providers required for the proper functioning and smooth running at the coordination level. 
• Supports in ensuring the implementation of the necessary actions while respecting the legal framework existing in the country of operations and linked with logistics activities / fields. 
•  At coordination level, ensures the deployment and respect of standard operating procedures and good practices related to the use of equipment, premises and means of transport. He/she implements and follows HQ principles and guidelines in relation to tools and IT solutions (electronic mail, IT infrastructure). 
•  Implements the procedures, tools, processes and best practices with the logistics teams at coordination level. 

3. CONTRIBUTE TO THE SECURITY OF PERSONNEL, GOODS AND PREMISES AT THE COORDINATION LEVEL 

• Ensures that the logistics means (materials and human) in place are adapted to the level of security at the coordination level. He/She supports the Logistics Coordinator in the implementation at bases level. 
• At the Coordination Level He/She implements and respect the Standard Operating Procedures regarding communication as well as the movement of people and goods. At the Coordination Level, he/she ensures that the mechanisms that are deemed necessary are put in place and that the rules are respected. 
•  Is involved in the strategic (choice of location) and practical aspects of facility management that are occupied and used by the organization at coordination level. 
• Communicates on a regular basis with guards, drivers, radio operators on incidents, risks and attitudes to be observed (regular meetings and training if necessary) at coordination level. 
• Collects security information on PUI's intervention zones and disseminates it through the defined channels (CDM, Logistics Coordinator, Field Coordinator, +/- others).

4. GENERAL STRATEGY AND TEAM MANAGEMENT 

• Leads meetings, settles any conflicts, and defines priorities and activity schedules for his /her team. 
• Participates in the HR dimensioning of his/her team, in the recruitment, appraisal and in its direct management. He/She ensures that coordination logistics staff fulfill their tasks and responsibilities 
•  Identifies training requirements for staff and possible options to answer them through external/ internal resources. 
• Ensures and/or encourages capacity building as well as logistics training for his/her team to implement, respect and follow-up on process, procedures, tools

5. ENSURES INFORMATION FLOW MANAGEMENT, COORDINATION AND REPRESENTATION 

• On Logistics Coordinator’s request, he/she contributes to donor’s proposals, reports and audits for matters concerning logistics fields, activities. 
• Contributes that logistics objectives are respected at coordination level. On request, organize visits at field levels in order to both support teams and control the respect of process, procedures etc. 
• Participates in financial and administrative management in his/her field of activity. He/she ensures that the budget lines allocated to the coordination logistics team are respected and establishes its monthly cash flow requirements.
• On behalf of the Logistics Coordinator, represents PUI among authorities for any questions concerning logistics issues (suppliers, customs etc). 
• On behalf of the Logistics Coordinator, maintains external relationships with partners, especially the ones involving the NGO community and related cluster.
  
  
  Number of people to manage and their position (expatriate/local staff) 
• Direct management: Coordination Logistics Staff 
• Indirect management: Field Logistic Manager 

CONDITIONS

Starting time: March 2024

HOW TO APPLY:

Interested candidates please submit your CV in English.

Application should be sent before 31.03.2024

Only candidates shortlisted will be contacted. PUI reserves the right to close the vacancy prior last day of application submission.