Procurement and Log Officer

Job Title: Procurement and Log Officer

Type of Contract: Fixed Term

Location: Slovyansk

Report to: Area Manager (but is also a member of the support services team)

Background

HelpAge International helps older people claim their rights, challenge discrimination and overcome poverty so that they can lead dignified, secure, active and healthy lives. HelpAge in Ukraine has responded to the prolonged armed conflict in the eastern parts of Ukraine since 2014, and offers protection services, homebased care and runs community safe spaces for older people and people with disabilities, affected by the conflict and on both sides of the conflict. The HAI humanitarian response is delivered in the Government Controlled Areas, along the Line-of-Contact, in the Donetsk and Luhansk Oblasts.

HelpAge has its Country Office in Kiev and has main field office in Slovyansk and ACCESS partner office in Severodonetsk. The Sloviansk Office is the main field office and supports the Severodonetsk office through the Area Manager and support services team (Finance, Admin, Procurement/logistics).

Job purpose

Under the supervision of Area Manager and in liaison with the Finance and Administration Manager, Finance & Admin Coordinator and the rest of the support services team, the Procurement and Log Officer will establish and manage efficient and accountable systems for procurement, stock management, transportation and distribution during the project implementation. The job requires travelling within Ukraine, including areas affected by the conflict.

Job Content/Key Tasks

Procurement (50%)

• Develop and maintain a fully accountable and transparent paper and computer-based procurement, storage and distribution system that is compliant with HelpAge's Procurement Policy and any donor requirements
• Organise all procurement of goods and services as per donor's and HelpAge International Procurement Policy
• Ensure that procured stocks are received, registered, and dispatched in an efficient and accountable manner
• Ensure the development and maintenance of a supplier database and develop robust local and international supplier relationships to ensure HelpAge International receives the best value for money.
• Lead the procurement/logistics component of project planning and preparation of donor proposals and reports in collaboration with the Finance and Administration Manager and Programme staff
• Maintain up to date contracts for suppliers of utilities, services and offices for the project
• Perform any other task in the frame of procurement/logistics upon request from Area Manager.

Stock Management (25%)

• Ensure the filing system to record and archive all stock movements is rigorously maintained
• Conduct physical stock checks periodically and investigate any discrepancies.
• Ensure that up-to-date inventories and asset registers are compiled and maintained.

Admin, reporting and capacity building (25%)

• Support in producing assets/inventory reports to donors, any other relevant report upon request
• Provide leadership and technical support to the staff and as necessary to partner organisations
• Ensure that all community safe spaces/centres and distribution centres have up to date inventory list and registration of items received/distributed

Personal Specifications

Education

• University degree or similar
• Formal qualification in procurement or logistics would be an advantage

Skills

• Good communication skills
• Excellent teamwork skills
• Excellent analytical, planning skills and attentive to detail
• Proficient in MS Excel and MS Word and preferably advanced computer skills in database or other procurement/logistics software
• Fluent written and spoken English, Ukrainian and Russian

Knowledge and experience

• Experience of working in a multi-disciplinary team
• Substantial directly relevant field experience in an international organisation;
• Excellent understanding of procurement/logistics policies and procedures with an emphasis on organisation and donor compliance
• Fluent written and spoken English and Ukrainian;

Application procedure: Please send a CV and Cover letter in English. Applications will be reviewed on a rolling basis until the position is filled.