Logistic Officer

MISSION

 Medicos del Mundo (MdM) has been operating in Ukraine since August 2015 and is currently implementing an emergency response and recovery program in the different parts of Ukraine. 

 The program is implemented around two main components: direct delivery of services through multidisciplinary mobile units (including PHC, SRH, MHPSS and support to GBV survivors); strengthening of local health system (with a specific focus on PHC, SRH, MHPSS and GBV) through capacity building of health and non-health staff, awareness raising and advocacy.

 GEOGRAPHICAL SCOPE OF INTERVENTION:

 The incumbent is based in Chernivtsi, however this position may require to travel and support to other offices and therefore its scope of action is not limited to Chernivtsi only, but any MdM location or activity developed by MdM within Ukraine Government controlled and non-controlled area. 

 The incumbent might be required to perform activity within non-Government Control area; therefore, the incumbent must have a neutral and impartial background which would allow him/her to engage with NGCA authorities and conduct operations in GCA & NGCA.

 ORGANIZATION CHART

 Direct supervision of the Deputy LogCo and overall supervision of the Logistics Coordinator. 

 JOB SUMMARY

 Under the direct supervision of Deputy LogCo and in close collaboration with the Logistics Coordinator, the Logistics Officer will be responsible for Routine Procurements, storage, asset and disbursement of materials, equipment and goods, as well as fleet management of rented/owned vehicles needed for the response, transportation, security management.

 Logistic activities - as described below - are carried out in line with MdM’s and/or donors’ rules and regulations. 

 Planning

Procurement Planning Draft and Follow up and Provides necessary information such as risks, delivery time etc.

Provide inputs in Logistic Department Strategy Drafting and follow up

Responsible to provide information about nonmedical expenses such as transportation, warehouse/office rent, fleet, loading/unloading charges etc in BFU and monthly forecast

 Procurement

 Conducts and supervise the procurement of food items, office supplies, IT, communication and visibility. Procure all equipment and materials for the office and operational needs.

• Upon request support Procurement officer in drafting QR/MR for Non-medical procurements
• Support in collection of Quotations Requests along for Tenders of non-medical procurement so Procurement & Log Assistant could prepare the Evaluation Grid so segregation of the duties can be ensured. 
• Support Proc & Log Assistant in PO/Contract drafting or prepare when requires follow up with HQ for validation (when directed by Log Co/Deputy LogCo).
• Follow up with Proc & Log Assistant for timely issuance of PO/Contracts or timely dissemination.
• Make sure information is updated in contract tracker right after the approvals for non-medical procurements
• Support Proc & Log Assistant in updating purchase tracker.
• Share information for Compliance Check for all new suppliers (Screening) related with nonmedical categories.
• Follow up rehabilitation work and make sure work is done as per the BoQ
• Contribute/assist to develop procurement plan or as instructed by Log Co/Deputy LogCo.
• Follow up with suppliers e.g. delivery schedules of goods and other procurement related concerns.
• Coordinates and deals with suppliers and transport companies for the procurement and transportation of equipment and goods for the program. 

 Fleet Management

• The Logistics Officer will be responsible for Fleet Management and will be tasked with facilitating and coordinating smooth movement, maintenance, and planning of all vehicles and generators operated by MdM. 
• Under fleet management, logistics officer will be responsible for 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 Logistic Coordinator.
• 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.
• Support the Proc & Logistic Assistant on the management of drivers. 
• Coordinate vehicle & staff movements, manage the fleet and ensure the delivery of timely, effective and accountable logistics support to MdM team in carrying out programmatic activities.
• 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 basis.
• Perform regular random checks across the various documents (MRs, invoices, stock cards, delivery notes, physical inventory reports,)
• 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 Log Co/DepLogCo, Programme Co/Managers, Field Co’s and relevant staff and respect the deadlines.
• Make sure warehouse stock is organized in sequential and logical manner, accessible easily, soft/digital records are maintained(online), Bin Cards, stock cards keep in archive once items have been dispatched. 
• Report all discrepancies to procurement officer/DepLogCo and LogCo upon reception of cargo, report all theft/missing/damaged items immediately. 
• Coordinate with Transportation company, UN agency, logistics cluster for the upcoming convoys to NGCA or inside GCA.

Comprehensive Assets and Inventory management

• Maintaining up-to-date control and usage of all assets including tracking donor, value, and location, managing of equipment issues, maintenance and soft installation, 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)
• Share the accurate asset records/information on end of each project so MdM can report well in time. 
• Generate monthly asset reports or as requested by Log Co/DepLogCo. Share monthly reports by end of each month.

 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. 
• Support the Logistics Coordinator/Field Coordinator in the effective coordination and communication with local communities and other stakeholders.
• Collect, analyse the information and convey information about the local political and security situation as well as context changes
• Participate in the organization of security and access meetings every time it is necessary/requested 
• Coordinate with Log officer Dnipro and Logistics assistant in Dnipro for all movements, coordinate with program teams and for regular movements and make sure weekly movement plans are done and shared with CIMIC
• Others
• Support partnering efforts and opportunities with the Local Government Units, other government line agencies and structures, NGOs, and other stakeholders through consultation, information sharing when necessary.
• 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 Logs Coordinator of field Coordinator in the management and coordination of the Supply Chain Department.
• This job description is not exhaustive and additional tasks in the remit of the role may be added/removed according to operational changes.

 Note: This list of activities is not exhaustive and may change depending on the situation

HIERARCHICAL & FUNCTIONAL LINKS

Hierarchical link: Deputy LogCo, Logistics Coordinator

 REQUIRED QUALIFICATIONS & EXPERIENCE:

 Academic background:

• 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, PowerPoint 
• Diploma in Logistics and Supply chain(preferred) 

 Language requirements: 

 English advanced (written and oral) in order to maintain frequent correspondence with both local and international staff as well as external partners & authorities.

• Ukrainian and Russian

 EXPERIENCE:

 The successful candidate must have:

 2-3 years of Experience working within the commercial, charity or public sector within logistics, supply Chain management, security or a related field e.g. procurement, Humanitarian Supply Chain (e.g. ICT, mechanics, construction, transport, Water, Sanitation and Hygiene (WASH), Health & Nutrition, Education, Protection) etc.

• Experience of providing a customer service.

 COMPETENCE PROFILE:

 Ability to work quickly, under pressure, and with short deadlines.

• Ability to manage emergency situations and remain calm. 
• Necessity to manage priorities and to adapt them daily according to the context.
• Flexibility to adapt to changing requirements and environment. 
• Cultural sensitivity and ability to work in a multi-cultural environment.
• Ability to listen and share decisions.
• Team player and good sense of humor. 
• Alignment with principles and ethics of MdM.
  

To apply:

• Send CV + cover letter;

• We offer:

  • Fixed term contract (till the end of 2022);
  • Salary according to the MDM salary Grid;
  • Medical insurance.
  • Full -time job
  • Location: Dnipro

Deadline for application - 05th of August, 2022

 https://www.facebook.com/mdm.ua.no

 Please note:  Every application unanswered within 15 days after deadline must be considered as desestimated.

Position will be filled on an onrolling  basis.