Logistic Assistant

MISSION

 MdM is an international humanitarian organization whose mission is to provide medical care for the most vulnerable populations, the world over. It seeks to stimulate voluntary commitment from doctors, other health care providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care. In Ukraine, MdM Spain implements the project activities in close cooperation with the relevant authorities, public health facilities and communities.

MdM has been operating in Ukraine since August 2015 and is currently implementing an emergency response and recovery program in different regions in Ukraine. The program is implemented around two main components: direct provision of services through multidisciplinary mobile units (including primary healthcare services (PHC), sexual and reproductive health (SRH), Mental Health and Psychosocial support services (MHPSS)); and  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 the provision of medical equipment, consumables and medicines. 

 GEOGRAPHICAL SCOPE OF INTERVENTION:

 The Logistics Assistant position will be based in Kyiv, however this position requires periodical travel and support to other MdM offices and/or field locations.  

 ORGANIZATION CHART

 Direct supervision of the Logistic Officer

 JOB SUMMARY

 Under the direct supervision of the Logistic Officer and in close collaboration with Field Coordinator, Logistics Coordinator, Deputy Logistics Coordinator, the incumbent will ensure that logistics related activities are anticipated, planned and maintained in the most effective and protocol-compliant manner: warehouse and stock management, local procurement, as described below are carried out in line with MdM rules and regulations. 

 FUNCTIONS

In accordance with the MdM guidelines and procedures, the Logistics Assistant is responsible for day-to-day management of stocks and warehouse facilities assigned to his/her area of responsibility, with the flow of goods / items and stocks through the office/warehouse, and will be responsible for the following materials, goods and items, but not limited to: 

• Medical equipment and consumables, Personal Protection Equipment for MDM Mobile Units and for donations
• Office stationery, and office/guesthouse supplies and furniture.
• Local procurement, under supervision and control from the Logistics Officer

 Comprehensive Assets and Inventory 

• Maintaining up-to-date control of all assets including tracking donor, value, and location, and recording all asset movements and disposals.
• Support the Logistics Officer to manage Assets in an accountable way.
• Support teams in each locations 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, Delivery Notes, repair forms, asset transfer or disposal forms, donation and etc.).

 Facility 

• Make sure that the conditions of the warehouse and stocks are in good conditions and in accordance with the MdM standards.
• Make sure that the warehouse is securely locked when out of the facility. In case of fire, burglary, or if the facility is found out to be robbed or the doors are found open, immediately inform the line manager.
• Check the temperature and humidity of the facility, as well as checking the sanitary conditions of the newly arrived products (absence of parasites, etc.…).
• Remove infected products and materials, informing the line manager immediately.
• Treat the infected products and materials in accordance with the MdM standards and practices, given and provided instructions by the logistics department or Logistics Officer.
• Ensure that the protection materials against the animals and harmful insects are in places and treat it as of first signs from infection.
• Make sure that the warehouse has all the needed equipment for day – to – day running of the warehouse activities. This includes but not limited to dealing with the cleaning company, if needed, ensuring the places are kept cleaned and the supplies of toiletries and other needed materials are in places.
• Wear safety and protective equipment while performing the duties at the warehouse facilities.

Procurement (local only) 

• Prepare Mission request, reception, and dissemination
• Updating MR tracker on regular basis.
• Supplier mapping and updating supplier list of Kyiv base.
• Working with the project supply catalogue and Price lists. 
• Procurement conduction as per the direct procedure according to MdM procurement procedures. 
• Support the Logistics Officer on negotiated procedures and tenders, as instructed, or requested (contract drafting, evaluation grids drafting, acts and donation certificates drafting).
• Direct communication with suppliers (phone, emails, physical visits)

 Stocks: 

• Assist the Logistics Officer with any tasks related to management of the stocks (office, guest houses).
• Identify the equipment entering IN and outgoing OUT and check the quality and quantity of all the goods, materials and items (Check, record and store goods received).
• Review and update the stock cards and bin cards and Stock Reports and other warehouse documents, entering in stock cards and bin cards and further register them in stock register/stock reports all the goods received IN and OUT.
• Manage cargos and shipments, completing the various dispatch documents, supervise preparation and charging of products and equipment.
• Ensure follow up on stocks and pay particular attention to any discrepancies and damages to the goods, materials and items being entered into the warehouse, and in case the damages or discrepancies are identified, immediately inform the line manager.
• Keep up-to-date stock cards and bin cards and inform on any losses or damages the direct line manager.
• For heavy items, materials and goods, request from your line manager for daily workers, when needed for loading and unloading being done.
• Supervise the daily workers while loadings and unloading of goods, materials and items.
• Inform the line manager regarding the deliveries and releasing the goods to/from the warehouse.
• Ensure that all goods are stored and packed safely and securely and in accordance with MdM guidelines and procedures.
• Regularly check inventory levels (physical counts) and update stock cards, take part in the physical inventories regularly. 
• Ensure that all items are well organized and correctly stored in each location, well protected, fully identified and easily accessible (cleanliness, security, access, etc.).
• Ensure that the physical stacking of items within warehouse and stocks s is logical, optimizing space and preserving accessibility of items.
• Pack and prepare orders for delivery/dispatch.

 Filling and Archiving 

• Collect all relevant signatures and approvals on procurement documentation
• Collect and file all relevant documents of procurement process (Mission Requests, Evaluation Grids, Contracts, Invoices, Reception Notes, Emails)
• Update Procurement Follow Up tool
• Update Contract Follow Up tool
• Scan and archive all procurement related documents on MdM SharePoint

 Coordination 

• Work together with the rest of logistics team, to ensure qualitative results on procurement
• Work together with administration/ finance team, to ensure accountability on procurement and financial processes. 
• Work together with program team, to increase procurement planning and support to the Medical and Mental Health activities.

 Others 

• Draft and obtain necessary signatures for the donation certificates.
• Assist and support physically for preparation, transport and dispatch of donations.
• Assist MDM teams in deliveries of the goods and materials to beneficiaries.
• Attend the logistics department meetings when required.
• Provide assistance to the office staff, international staff, visiting experts and consultants, while visiting MDM Kyiv facilities.
• Any other duties as directed by the Logistics Officer or Field Coordinator related to Logistics and Supply, such as:
  1. Collect and aggregate weekly movement requests, for movement plan to be submitted to Log Off by 4 pm each Friday
  2. Provide clerical support for the job requests (maintenance) at Office and GH
  3. Perform other non-highly technical, delegated maintenance tasks in the limit of his/her own skills 

 This job description is not exhaustive and additional tasks in the remit of the role may be added/removed according to operational changes.

 HIERARCHICAL & FUNCTIONAL LINKS

 Hierarchical link: Logistic Officer Kyiv, Ukraine. 

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

 REQUIRED QUALIFICATIONS: 

Academic background: Completion of High School Diploma or equivalent. A post-secondary certificate in the related functions area is desirable. And the Logistics Assistant is expected to have the experience in inventory software and databases management (preferable).

Excellent time management skills, attention to detail and communication skills are required.

 REQUIREMENTS:

 Language requirements:  

Ukrainian and Russian – Fluent

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

 Computer requirements: Competency in Microsoft Office Environment. 

 EXPERIENCE: 

The successful candidate must have: 

• Minimum of 2 to 3 years in warehousing, procurement, logistic or supply related functions. 
• Experience working with INGOs is highly desirable. 

 COMPETENCE PROFILE: 

• Ability to work hard, 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 ;
• Salary according to the MDM salary Grid;
• Medical insurance.
• Full -time job
• Location: Kyiv

Deadline for applications - 16th of February, 2023

 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.