Logistics Assistant

Medicos del Mundo (MdM) is an independent international movement of active campaigners, who provide care, bear witness, and support social change. MdM campaigns for a world without any barriers to healthcare, a world in which health is recognized as a fundamental right.  Medicos del Mundo is the Spanish division of the international MdM Network implementing emergency response and development programmes in Ukraine.  MdM Mission in Ukraine was established following the emergency assessment conducted in April 2015 and focused on changes in the availability of and access to healthcare, particularly for the most vulnerable groups of the population, including the elderly and people with chronic diseases.  One of the main goals of MdM is ensuring and extending the access of the Ukrainian population to timely and quality primary healthcare (PHC), Sexual and Reproductive Health (SRH) and Mental Health and Psychosocial Support (MHPSS) services, and Gender Based Violence (GBV) prevention. In Chernihiv, Chernivtsi, Kharkiv, Kyiv and Zaporizhzhia Oblasts MdM is targeting the most vulnerable communities through the mobile outreach unit approach, covering locations that have been affected by the hostilities or hosting large numbers of Internally Displaced People in the situation when the health system has been severely disrupted and overloaded during the war.

JOB SUMMARY

 Under the direct supervision of the Logistic Officer and in close collaboration with 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 

•  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 Logistic Officer. 

Fleet

• Under supervision of Logistics Officer, Logistics Assistant will be responsible for fleet management, Transport Planning, Drivers management, reporting, fleet maintenance and records keeping. 
• Ensure the monitoring and maintaining all safety rules and regulations related to the fuelling of vehicles and report all violations to the Logistic Officer or Logistics 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.
• Provide 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.

Procurement (local only)

•  Prepare Mission request, reception, and dissemination
• Updating MR tracker on regular basis.
• Supplier mapping and updating supplier list of Chernivtsi 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.
• 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

• Support the Logistics Officer with security implementation when needed. 
• 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 Chernivtsi facilities.
• Any other duties as directed by the Logistics Officer or Logistics Coordinator related to Logistics and Supply, such as:
  1. Collect and aggregate weekly movement requests, for movement plan to be submitted to Logistic Officer 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. 

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.

 AVAILABILITY

 Incorporation date: ASAP

Fixed term contract

 SALARY

 Medicos del Mundo’s Salary grid

To apply:

• Send CV + cover letter;

We offer:

• Fixed term contract );
• Salary according to the MDM salary Grid;
• Medical insurance.
• Full -time job
• Location: Chernivtsi

 https://www.facebook.com/mdm.ua.no

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

 Medicos del Mundo promotes equal opportunities for all people. We establish positive action measures for those who, due to functional diversity or social and / or cultural exclusion, belong to under-represented groups in the positions offered.

 As a result, no candidate with a valid profile will be rejected because of a functional diversity or for being culturally or socially excluded for reasons of birth, ethnicity, race, sex, gender or any other personal, social or cultural condition.