Logistics Officer (IMPACT)

Assignment

Under the supervision of the Operations Manager, the IMPACT Logistics/Administration Officer is responsible for all procurement processes, maintaining an overview of office stock and supplies, facilitate all movement of staff and field activities for IMPACT teams including accommodation and transportation, in close collaboration with the ACTED Logistics and Security departments, management of expenses documentation, collaboration with the Finance Officer and ACTED Finance department to ensure expenses are properly tracked, documented and submitted timely. 

The IMPACT Logistics Officer will directly line-manage and maintain close working relations with the IMPACT Logistics Assistants in field bases across Ukraine. 

Main duties and responsibilities include:

1. Procurement

1.1. Undertake procurement for Country Office and all Field Offices in line with ACTED procurement procedures;

1.2. Responsible for compliance with the procurement procedures;

2. Stock & assets

2.1. Responsible for keeping inventories in Country Office and all Field Offices

2.2. Ensure up to date Ukraine Asset Register.

2.3 Identify gaps in stock and resolve any issues with assets in collaboration with the ACTED IT department

3. Transport and delivery

3.1. Undertake transport bookings for IMPACT staff in line with ACTED Procedures;

3.2. Coordinate deliveries to the Country and Field Offices;

3.3. Coordinate travel of IMPACT staff inside Ukraine;

3.4. Accountable for the compliance with delivery procedures.

3.5. Accountable for compliance with ACTED security and coordination procedures. 

4. Administration

4.1. Accountable for submission of all preparing administrative documents requested field level;

4.2. Ensure that all Admin FLAT procedures are implemented following up regularly with staff in the field. 

4.3. Follow up regularly with IMPACT and ACTED Finance departments to ensure payments are made timely. 

4.4. Establish and maintain the external contacts database.

5. Documentation management

5.1. Prepare, store, and update any external agreements for the IMPACT mission, including at Country Office and Field Office level. 

5.2 Ensure all relevant documentation (receipts, acts of acceptance, signed agreements, etc.) is sent and received as required.

5.3 Follow up regularly with IMPACT and ACTED field staff to ensure relevant documentation is submitted timely.

6. Filing and Reporting

7.1. Physical and electronic filing (scanning) of Administration and Logistics documentation in line with IMPACT and ACTED procedures.

7.2. Contribute to monthly Logistics internal reporting

7.3. Any other tasks assigned by line manager

Requirements:

• University-level education in relevant field; 
• Excellent computer skills especially in Microsoft Excel, Word, and Outlook;
• Excellent English speaking and writing skills;
• Excellent Ukrainian communication skills;
• At least 2 years of experience in administrative and/or logistics role;
• Teamwork and working in a multicultural environment;
• Strong attention to details;
• Prior knowledge of the region;
• Flexibility.