Logistics Officer

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. 

 General objective of the position:           

Supervise, plan and monitor the daily logistics and supply activities, provide support to the team, maintenance to the MDM equipment, assets, facilities and infrastructures, according to MDM standards and protocols, in order to facilitate the efficient running of MDM activities. 

 The Logistics Officer is 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 daily activities and response. He/she is responsible for transportation management and acts as Security Focal Point for the applied security.

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

 Planning

• Plans the Procurement activities based on the Base needs, follows up with its implementation. Provides necessary information such as risks, delivery time etc.
• Provide inputs in Logistic Department Strategy Drafting and follow up. Responsible for providing information about non-medical expenses such as transportation, warehouse rent, office rent, fleet, loading/unloading charges etc., in BFU and monthly forecast.
• Together with the Medical team and Fieldco, elaborates distribution plans and ensures their logistical implementation

 Procurement

• Conducts and supervises the procurement of office food items, office supplies, IT, communication and visibility items. Procures all equipment and materials for the office and operational needs.
• Upon request, supports in drafting and collecting of QR/MRs or prepares when required, follows up with Coordination team validation.
• Follows up the timely issuance of PO/Contracts or timely dissemination.
• Ensures information is updated in contract and purchase trackers right after the approvals 
• Shares information for Compliance Check for all new suppliers (Screening) related with non-medical categories.
• Supports the Logistic team members in procurements, liaises with Dnipro Support Base team for supply and cargo flow
• Follows up rehabilitation work at project facilities` locations and makes sure work is done as per the BoQ
• Contributes/assists to development of procurement plan or as instructed by Logistics Coordinator.
• Follows up with suppliers e.g., delivery schedules of goods and other procurement related concerns including final delivery point off-loading needs
• 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 is responsible for Fleet Management and is facilitating and coordinating smooth movement, maintenance, and planning of all vehicles and generators operated by MdM. 
• Under fleet management, Logistics Officer is responsible for Transport Planning, Drivers management, reporting, fleet maintenance and records keeping. 
• Ensures the monitoring and maintaining all safety rules and regulations related to safe driving and the fuelling of vehicles and report all violations to the Logistic Coordinator.
• Ensures the management of Fleet and fuel supply through maintaining accurate inspection records.
• Ensures that vehicles are in good working order by inspecting/testing the vehicles and arranging/recording servicing and repair.
• Is responsible for the management of drivers. 
• Coordinates vehicle & staff movements, manages the fleet and ensures the delivery of timely, effective and accountable logistics support to MdM team in carrying out programmatic activities.

Stock management

• Ensures that all goods are stored and packed safely and securely.
• Ensures that the physical organization of items within warehouses is logical, optimizing space and preserving accessibility of items
• Checks the accuracy and filing of all storage documents.
• Checks the registration of each item going in and out in the respect of MdM procedures.
• Ensures physical inventories are done on a regular basis.
• Performs regular random checks across the various documents (MRs, invoices, stock cards, delivery notes, physical inventory reports)
• Ensures that the warehouse is in optimal conditions (cleaning and maintenance).
• Reviews and updates the Stock Report and coordinate with the programs regarding expiry dates and timely disposal and distribution plans.
• Prepares and sends the monthly Stock Report to the Logistics Coordinator, Field Coordinator and relevant staff and respect the deadlines.
• Ensures 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. 
• Reports all discrepancies to LogCo / FieldCo upon reception of cargo, report all theft/missing/damaged items immediately. 
• Coordinates with transportation company, UN agency, logistics cluster for the upcoming convoys.

 Comprehensive Assets and Inventory management

• Maintains 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.
• Supports the field staff to manage assets in an accountable way.
• Coaches the team/staff on how to dispose obsolete assets and equipment
• Supports teams to complete filing of assets and asset tagging 
• Conducts physical count on regular basis and annually as per MdM standards.
• Keeps all records of asset related documents such as (MR, PO/Contract, GRN, Invoice, Asset issuance forms, repair forms, asset transfer or disposal forms, donation forms/certificates etc)
• Shares the accurate asset records/information on end of each project so MdM can report well in time. 
• Generates monthly asset reports or as requested by Logistics Coordinator, Field Coordinator. Share monthly reports by end of each month.

 Facility Management

• Ensures the office IT and facility maintenance, printing, scanning and photocopying of documents, logistics and hospitality arrangements in connection with meetings and other events.
• Provides support in the running of the Guest House.
• Provides support in the daily running of the office through the engagement with contractors, vendors, suppliers, etc and in close collaboration with the Logistics Coordinator.

 Security Management

• Ensure implementation of security rules within the team, follows up with security chats.
• Collects, analyses the information and convey information about the local political and security situation as well as context changes.
• Participates in the organization of security and access meetings every time it is necessary/requested 

Other

• Manages and supervises the Base Cleaner (workplan, tasks follow-up), supports the Cleaner in the request for cleaning material and other consumables. 
• Supports the Field Coordinator, Logistics Coordinator in the effective coordination and communication with the team, as well as local communities and other stakeholders.
• Provides Briefing to new staff members, related to Logistics, Supply and Security protocols
• Coordinates with other logistics staff for inter-base movements, coordinates with program teams and for regular movements and makes sure weekly movement plans are done on time and accessible to all
• Supports 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.
• Leads and provides other MdM units with supporting programmatic activities in its organization and development of activities.
• Any other duties as directed by Logistics Coordinator and Field Coordinator in the management and coordination of logistics.
• This job description is not exhaustive and additional tasks in the remit of the role may be added/removed according to operational changes.

1. Position and profile requirements:

 Educational background

Technical education or Bachelor’s degree in Supply Chain, Logistics or equivalent in relevant field.

Professional experience

Desirable 2 years in a similar position (Log/Supply), preferably working with NGOs/INGOs

Technical experience

• Technical Humanitarian Logistics, supply chain, ICT
• Team management
• Security management
• Reporting 
• Experience in working and meeting with local authorities, partners, and staff in a tricky context
• Ability to have a global overview of a program (not only on purely logistics plan)
• Experience in donation/distribution management

Personal skills

• Resourceful and problem-solving oriented
• 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.
• Communication skills: ability to listen and share decisions.
• Service oriented minded. 
• Alignment with principles and ethics of MdM and humanitarian sector

Humanitarian experience

Experience working with INGOs is highly desirable

Language requirements

Ukrainian – Fluent

English – At least Intermediate level (written and oral) is desirable

Computer requirements

Good command in Microsoft Office Environment, networks

 To apply:

• Send CV + cover letter;

We offer:

• Fixed term contract ;
• Medical insurance.
• Full -time job
• Location: Kharkiv

 AVAILABILITY

Incorporation date: ASAP

6-month renewable contract

SALARY

Medicos del Mundo’s Salary charts - Starting Gross Salary for this role is EURO 1650

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

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