Terre des hommes is looking for a proactive, energetic, and organised Logistics Officer, to join its team in Mykolayiv, Ukraine, to support in the implementation of its projects. If you are looking for a meaningful job that will make a lasting impact on the lives of children, we want to meet you.
Terre des hommes (Tdh) is the leading Swiss organisation for children’s aid. Since 1960, Tdh has helped build a better future for children and youth, especially those most exposed to risks, making an impact with innovative and sustainable solutions. Working in more than 30 countries, Tdh focuses on maternal and child health, migration and access to justice for children.
In Ukraine, since 2015, Tdh has been providing a variety of services to children, youth and their families in the conflict-affected area, with a special focus on psychosocial support. For more information, please check https://www.tdh.org, https://tdh-ukraine.org, www.facebook.com/TdhUkraine/
This position is a national position. Position is based in Mykolaiv city, Ukraine with regular to travel within the regions of Tdh operations in the country.
The purpose of the position is to support all logistics activities for eastern projects.
Key responsibilities:
1.Fleet Management
- Responsible for the vehicles fleet, including vehicles for team and material transportation.
- Ensure the good follow up of fleet activities and reporting.
- Establish vehicle movement schedules.
- Ensure that a complete breakdown kit is available on board all vehicles.
- Permanently ensure that all drivers have received general training and carry out regular testing.
- Ensure that drivers are aware of their obligation to adhere to Tdh International safety rules and procedures.
- Check that vehicle logbooks are in place and are used correctly.
- Ensure that fuel consumption and vehicle mileage are monitored, consolidated, analyzed and rec-orded.
- Prevent the misappropriation of fuel and spare parts.
- Supervise the management of the pool of vehicles: maintenance, daily planning, price fluctuations, administration (rental, insurance, and documents).
- Ensure the safety of all Tdh staff and materials transportation.
2.Procurement
- Ensure the respect of Tdh procurement manual for any procurement.
- Identification of suppliers and collect quotations according to the activities needs.
- Ensure to fill up the PR tracker and report to logistics manager.
- Explore the opportunity of long term contracts for various supplies and services.
- Ensure all the purchase files are complete and in accordance to Tdh and donors guidelines.
- Ensure that all invoices and justification documents are complete and submitted to the finance department on time.
3.Stock management
- Support the stock management by:
- Selection of storage locations and creation of a plan for the development and security of these sites.
- Ensuring the materials are stored under suitable conditions.
- Ensure procedures are followed as stock is checked in and out.
- See that all documentation linked to stock is complete and correct.
- Participate on the monthly physical stock inventory.
4.Assets and IT
- Ensure a good equipment management.
- Ensure the correct affectation of equipment according to donors rules and regulation.
- Ensure in close collaboration with admin and program, the affectation and transfer of equipment at the end of programs according to donors and Tdh rules and regulations.
- Ensure the assets well cover the support and program needs.
- Ensure an accurate and regular equipment follow up.
- Ensure Tdh networking procedures are followed at Field Level.
- Provide technical assistance to teams and organize training sessions.
- Ensure all the Tdh equipment have coding and levels on them.
5.Operations
- Ensure that logistics support meets Programs expectations.
- Ensure good level of communication between Programs and Logistics.
- Manage the rent of premises (office, houses, warehouses). Manage the functioning of premises (electricity, water, gas, etc).
- Supervise the renovation and maintenance of structures needed for the functioning of the base (offices, houses, warehouse).
- 6.Security
- Ensure the safety of all the premises.
- Liaise with Security Officer and Logistic Coordinator for implementation of security procedures.
- Pass on any security-related information to the line manager.
7.Reporting
- Provide all information needed to draft Donor logistics intermediary and final reports.
- Elaborate logistics monthly reports and pass on to the Logistics Manager.
- Provide to the Logistics Manager all information needed to draft intermediary and final reports.
- Reports any security/safety incident and/or risk to the Security officer and Logistics Coordinator.
- Education: University degree in relevant field. Degree in Logistics field will be considered as an asset.
- Advance IT knowledge: (hardware and software, Microsoft Office, incl. advanced Excel, Internet).
- Previous experience with a NGO on logistics work is desirable.
- Significant previous experience with similar tasks, Previous experience in emergency response is added value.
- Good knowledge of Ukrainian Laws.
- Excellent command of written and spoken Ukrainian and English.
Qualified applicants are encouraged to submit their application (CV and motivation in English) to ukr.office@tdh.org Please mention in the title of the email the position “Logistics Officer”.
Child Safeguarding Policy:
To commit to respect Tdh Risk Management Policies including Child Safeguarding Policy, Safety and Security Policy and Anti-Fraud/Corruption Policy, Whistle Blowing Policy.
GDPR compliance:
By sending your application, you agree that your personal data will be used in the recruitment process. All the documents we will request in different steps of the recruitment process will only be used for this purpose.
All staff involved in recruitment and selection are aware that data protection rules apply, and that personal information will be treated confidentially. According to our policy, we will keep your application documents for the period of the recruitment only.
Due to an anticipated high number of applications, Tdh is not in a position to respond to every applicant individually. Please note that only short-listed candidates will be contacted for the first interview.
