Logistic Officer

The humanitarian aid organizations "Medicos del Mundo" and "Arzte der Welt" are the Spanish and German division of the international network Medecins du Monde/Doctors of the World (MdM).

For our program in Ukraine we are looking for Logistic Officer, based in Bakhmut.

MAIN RESPONSIBILITIES

Under the direct supervision of the Field Coordinator and technical guidance of Logistic Manager/ Logistic Coordinator , the Logistic Officer will be responsible for following duties:

Procurement

• Conducts canvassing of non-food items, food items, office supplies, medical and non-medical supplies and equipment and other materials needed for the operations. Procure all equipment and materials for the office.
• Get quotations from suppliers and produce bid analysis
• Facilitate filing of purchase requests, purchase orders, bid analysis, other procurement related documents.
• Conduct weekly procurement meetings with Program and admin before signing new MR's, make sure MR's are part of developed Procurement or supply plan.
• Contribute/assist to develop procurement plan or as instructed by Log Co/Field Co.
• Update purchase tracker on daily/weekly/monthly basis so updated information could be shared with all concerns departments.
• Follow up with suppliers e.g. delivery schedules of goods and other procurement related concerns.
• Coordinates with and deals with suppliers and transport companies for the procurement and transportation of equipment and goods for the program. Set up contracts with suppliers as needed
• Identify what goods/equipment needs to be replenished, purchased and/or dispersed.
• Facilitate the contact and dealing with hauling companies for the transport of goods and services.
• Maintain a record of suppliers.
• Ensures proper documentation of all logistics processes
• Assist and accommodate the implementation team in all of the administrative and logistics support needed.
• Ensures the appropriate use and security of assets and equipment.
• Gather security-related information and assist in ensuring that the necessary measures are in place to ensure security, safety, health, and well-being of staff.

Fleet Management

• Facilitate and coordinate smooth movement, maintenance, and planning of all vehicles and generators operated by MdM.
• Manage of Transport Planning, Drivers management, reporting, fleet maintenance and records keeping.
• Ensure the monitoring and maintaining all safety rules and regulations related to the fueling of vehicles and report all violations to the Fiel Co / Log Co.
• Ensure the management of Fleet and fuel supply through maintaining accurate inspection records.
• Ensure that vehicles are in good working order by inspecting/testing the vehicles and arranging/recording servicing and repair.
• Coordinate vehicle & staff movements, manage the fleet and ensure the delivery of timely, effective and accountable logistics support to MdM team.
• Provide support with arrangements for duty travels, including travel authorizations, flight and hotel reservations.

Stock management

• Ensure that all goods are stored and packed safely and securely.
• Ensure that the physical organization of items within warehouses is logical, optimizing space and preserving accessibility of items
• Check the accuracy and filing of all storage documents.
• Check the registration of each item going in and out in the respect of MdM procedures.
• Ensure physical inventories are done on a regular.
• Perform regular random checks across the various documents
• Ensure that the warehouse is in optimal conditions (cleaning and maintenance).
• Review and Update the Stock report and coordinate with the programs regarding expiry dates and timely disposal and distribution plans.
• Preparation and send the monthly stock report to the Fiel Co / Log Co

Comprehensive Assets and Inventory management

• Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issue, and recording all asset movements and disposals.
• Support the Field Logistics to manage Assets in an accountable way.
• Coach the team/staff to dispose obsolete Assets and equipment
• Support teams to complete filing of Assets and tagging
• Conduct physical count on regular basis and annually as per MdM standards.
• Keep all records of asset related documents such as (MR,PO/Contract, GRN, Invoice, Asset issuance forms, repair forms, asset transfer or disposal forms, donation etc)

Facility Management

• Ensure the office maintenance, printing, scanning and photocopying of documents, logistics and hospitality arrangements in connection with meetings and other events.
• Provide support in the running of the Guest House(s) - GH. This includes but not limited to dealing with the cleaner in ensuring the places are kept cleaned, GH are supply with toiletries, electrical appliances, etc.
• Provide support in the daily running of the office through the engagement with contractors, vendors, suppliers, etc and in close collaboration with the Procurement Officer.

Others

• Support partnering efforts and opportunities with the Local Government Units, other government line agencies and structures, NGOs, and other stakeholders.
• Lead and provide other MdM units with supporting programmatic activities in its organization and development of activities.
• Provide assistance to the office staff, international staff, visiting experts and consultants with respect to visa support, customs formalities, accommodation and transportation (air and ground as applicable).
• Any other duties as directed by the Log Co of Field Co in the management and coordination of the Supply Chain Department.

Minimum Level of Competency:

• Technical education or Bachelor's degree in Supply Chain, Business Administration, Marketing, Social Studies, Information technology and civil Engineering and/or equivalent in relevant field
• Knowledgeable in Microsoft Outlook, word and excel
• Diploma in Logistics and Supply chain(preferred)

Language skills:

• Advanced Russian and Ukrainian
• English advanced (written and oral)

EXPERIENCE:

• 2-3 years of Experience working within the commercial, charity or public sector within logistics, supply Chain management or a related field
• Experience of providing a customer service.
• Experience working in humanitarian emergency settings is an asset.

COMPETENCE PROFILE:

• Ability to work quickly, under pressure, and with short deadlines
• Necessity to manage priorities and to adapt them daily according to the context
• Flexibility to adapt to changing requirements
• Cultural sensitivity and ability to work in a multi-cultural environment-
• Ability to listen and share decisions
• Team player
• Alignment with principles and ethics of Medicos del Mundo

To apply:

• Send CV + cover letter;

We offer:

• Fixed term contract with possible extension (depends on successful performance);
• Salary according to the MDM salary Grid;
• Medical insurance.
• Full -time job
• Location: Bakhmut

Deadline for application - 20th of November, 2021

Please note that only shortlisted candidates will be invited to the interview.

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