Field Logistics Officer

HEKS/EPER UKRAINE is looking Field Logistics Officer in Kharkiv, Ukraine. Base in Kharkiv.

Job objective

The Log-Officer will supervise the Logistics team of the base.

The purpose of the position is to supervise all logistic activities regarding the projects and HEKS base:

• Management of the fleet of vehicles / equipment
• Stock and assets Management
• Procurement – supply
• Management of office and guest houses contracts and functioning

Participation in security management

Tasks and responsibilities

Support management of the fleet of vehicles/equipment

• Organize the allocation and provision of the vehicles/equipment
• Identify the requirements and choose the suppliers
• Provide training in the handling of equipment and develop operating procedures
• Ensure a proper follow up of movement and fuel is in place (log book, monthly fuel follow up, etc.)
• Monitor the additional equipment required and advise on the purchase
• Ensure that the preventive and curative maintenance of vehicles is done
• Diagnose breakdowns and organize the repairs
• Install the equipment and maintain it
• Implement the monitoring tools

Support procurement – supply – Transport of goods

• Handle orders and service contracts according to the established rules
• Together with the Logistics Coordinator and the Logistics Officer, organize the different stages in purchasing goods and services: orders, tracking, taking delivery, any customs clearance, conformity checks and budget check
• Ensure purchasing logistics procedures are followed
• Choose the methods of transporting and packaging the merchandise
• Schedule shipments and track them up to their final destination
• Organise the local transport

Support stock Management

• Choose the storage site and its layout plan
• Ensure the flow of merchandise is organized
• Take delivery of the merchandise and check the quality & quantity
• See to the physical management of the stock and in particular, attend to phytosanitary measures and expiry dates if needed
• Monitor the stock list and implement the relevant tools (stock cards, bin cards etc..)
• Support equipment and accessories management
• Identification, registration and labeling of all the equipment.
• Follow up and update of the equipment and accessories’ list 

 Support management of office and guest houses contracts and functioning

• Handle rental contracts for all premises
• Handle contracts linked to utilities of the premises (water, electricity, etc)
• Ensure adequate and required equipment/furniture are in place and functioning
• Ensure follow up and supply of office supplies
• Organize various maintenance and repairs if needed

Coordination and General support

• Organize travels in the framework of the projects (planning, vehicles, tracking movements, escort, etc.)
• Provide team members with the information necessary for the successful implementation of the projects
• Make suggestions and participate in the development of new tools in his/her field of activity
• Create strategies to improve the support for the programs in the intervention zone
• Support HR management
• Provide appropriate training, mentoring, coaching and capacity building of the team under her/his responsibility
• Organize team meetings and provide weekly program update and staff planning
• Follow up daily worker staff attendances, and provide weekly attendance sheets to admin department to facilitate payroll process
• Ensure regular feedback to the staff under her/his responsibility and appraisal process when needed
• Support disciplinary measures application if needed
• Other
• Agree to comply with HEKS Code of Conduct and promote Child Safeguarding policy.
• Report serious cases of abuse on children that she/he would be aware of in HEKS’s intervention locations. Strict confidentiality must be respected.
• Adhere to and enforce current administrative and logistical regulations and procedures
• Work in close collaboration with wash and protection projects and departments.

Specific objectives and linked activities

• Perform core administrative tasks necessary to the establishment and continuation of HEKS-EPER i
• Support in hiring national staff and establishing a team country-wide
• Establish HR procedures and policies
• Ensure HEKS’s compliance with legal employment requirements of operating in Ukraine

Job requirements:

Knowledge:

• At least 2 years’ experience in a similar position
• Advance IT knowledge (hardware and software, Microsoft Office, Internet)
• Previous experience with an NGO
• Previous experience in emergency response is appreciated

Skills:

• Required qualities: organized, sense of human relations, diplomacy, communication skills
• Desirable: proactive, autonomous, rigorous, analytical, willingness and motivation to work in an international and intercultural context

Languages:

• Fluent in Ukrainian and English (written and spoken)

Qualified candidates should send their CV and cover letter in English to Відправити резюме . Only short-listed candidates will receive notice requesting additional information.