LOGISTICS COORDINATOR

Premiere Urgence Internationale (PUI) is a non-profit, non-political and non religious humanitarian NGO. PUI started humanitarian intervention in Ukraine in February 2015. The mission's objectives are to improve or restore equitable access to primary health care for the local and displaced population affected by the military conflict and to improve their living conditions by covering their fundamental needs.

 Place of work - Kostiantynivka, with travel to Kyiv

Qualifications

Education Degree: Degree in logistics-related field (supply chain, transport etc.).  

Work experience: At least 2 years previous NGO experience, at least 3 year in technical sphere.  Experience in security management, in a similar field would be an asset.

Language Skills: Fluent in English (speaking/reading/writing). Professional proficiency in Russian and/or Ukrainian highly appreciated.

Knowledge & skills: Familiarity with stock procedure, car park, general management, telecommunications etc. Familiarity with the procedures of institutional donors (ECHO, USAID, UN Agencies etc.).

Desirable mastery of techniques such as communication, energy, electricity, construction/rehabilitation and computer technologies, good writing and analytical skills.

Computer skills: Confident user of Microsoft Office

The Logistics Coordinator is responsible for the smooth functioning of the logistics on the mission. He/She makes sure the resources which are necessary for carrying out the programmes are available and actively participates in the mission’s safety and security management. Under the direct supervision of the Head of Mission the Logistics Coordinator is in charge to implement logistics strategy in accordance with PUI procedures in order to provide programs support with optimum level. All our activities are in the Donbass Region and the whole logistic team is in the field and the Logistics Coordinator will be mainly based in Kostiantinovska.

TASKS AND RESPONSIBILITIES:

-Strategy: Working alongside the Head of Mission and cooperating closely with HQ logistics Officer, he/she contributes to the development of the mission’ global and logistics department’ strategy. 

-Security: He/She assists the Head of Mission on safety and security management. He/She is directly responsible of the daily, concrete aspects of the mission’s safety and security management. 

-Supplies: He/She coordinates supplies and deliveries for projects and for the bases. He/She guarantees that PUI’s procedures and logistical tools are in place and are all the time respected. 

-Supply: He/She ensures the supply chain management for the mission and the respect of the PUI procedures and process. 

-Fixed Equipment: He/She is responsible of the management of IT, computers, and communication equipment and for the mission’s energy supply. 

-Asset: He/she responsible of the smoothly management of the asset at the mission level from the identification of the need till the final report. 

-Fleet: He/She is responsible of the management of the vehicle fleet (availability, safety, movement planning, maintenance etc.), for the smooth functioning of the mission and the realization of the activities in accordance with the available budget. 

-Base coordination: He/She technically supports and supervises the logistics team on the bases in close cooperation with the Field Coordinator. 

-Representation: He/She represents the organization amongst partners, authorities and different local or international actors involved in the logistics and the security of the mission. 

-Coordination: He/She consolidates and communicates logistics information at the heart of the mission to headquarters and also coordinates internal and external logistics reports. 

PARTICIPATING IN SAFETY AND SECURITY MANAGEMENT OF THE MISSION 

-He/She assists the Head of Mission to apply the mission’s security management tools, in collaboration with the Field Coordinator and the Head of Mission. 

-He/She assists the Head of Mission and the Field Coordinator to develop the mission’s security framework according to the PUI new security package from 2019. 

-He/She ensures that general rules and security plans for the mission and the bases are respected. He/She also monitors permanently that these rules are updated as per the context evolution. 

-He/She monitors closely the context and the security situation on the mission using the security indicators and is proposing to the Head of Mission the adjustments of the security levels where and when necessary. 

-In collaboration with the Field Coordinator, he/she ensures that the training modules are developed and sessions are organized at mission level for both expatriates and national staff on regular basis. 

-He/She ensures that the material and personnel resources on-sites are sufficiently adapted to the context. 

-He/She participates in analysing the context, preparing likely scenarios, alerts and shares recommendations to the Head of Mission. 

-He/She is analysing the security incidents occurred in PUI operational areas and issues on regular basis security briefing notes. 

-He/She conducts general security briefings for all expatriates upon their arrival in country. 

MANAGING THE SUPPLY CHAIN 

A. Purchases 

-He/She guarantees that purchase procedures are respected in the field and the coordination office, from the direct purchase to the international call for offers and supervises the purchasing process for the whole mission. He/She works in close collaboration with the person requesting the purchase, with strong technical specificity, and carries out the appropriate conformity tests. 

-He/She ensures that contracts signed are adequate in terms of effectiveness and protection of the PUI, are always cross checked with lawyers and are in line with donor’s requirements. 

-He/She prepares the procurements plans with program managers and makes sure that during the project lifetime they are followed. 

-He/She centralizes and optimizes the grouping of purchases. 

B. Transport 

-He/She chooses the most adapted mean of transport. 

-He/She plans and supervises the shipment and delivery of materials up to their final destination. 

-He/She coordinates with the logistics department at headquarters for international shipment and insures the custom clearance process. 

C. Stock management 

-He/She guarantees the management and monitoring of the mission’s stock, according to the PUI’s procedures and tools. 

-He/She ensures that these are applied on the entire mission. 

-He/She ensures that storages are appropriate to the mission’s needs and that goods are stored appropriately in terms of location, layout and salubriousness. 

-He/She organizes flow, and ensures all the appropriate control. 

-He/She checks stock reports on a monthly basis. 

-He/She ensures the replenishment of stocks and prepares the proper plans 

D. Rules & Procedures 

-He/She is in charge of updating the procedures at the mission level when needed 

-He/She is in charge of drafting and approving any needed SOPs at the mission level 

-He/She is in charge of checking the adaptation of the procedures with the local law 

-He/She is in charge of updating the templates when needed

MANAGING THE MISSION’S FIXED EQUIPMENT: COMPUTER, TELECOMMUNICATION AND ENERGY 

-He/She defines the mission’s technical needs on each base and makes sure that their funding is possible, especially when new projects are being planned. 

-He/she issues technical recommendations on the choice of computer equipment, telecommunication equipment and energy supply. 

-He/She authorizes the choice of the suppliers for the purchase of new equipment. 

-He/She authorizes the use of equipment, creates utilization procedures and trains personnel on how to use them. 

-He/She ensures the monitoring of equipment (state, location, proprietor/backer etc.) through regular updates of monitoring tools (property list) and the keeping of physical inventories. 

-He/She supervises the installation of equipment and ensures they run smoothly and are maintained and ensures any necessary repairs are duly carried out. 

-He/She controls the consumption of equipment, if need be, and, if required, carries out necessary adjustments in accordance with utilization procedures. 

-He/She prepares a donation plan of assets where applicable. 

FLEET MANAGAMENT 

-He/She defines transport means adapted to the needs of projects and makes sure that the funding of this transport is possible, especially when new projects are being planned. 

-He/She ensures that vehicles are monitored (state, location, proprietor/backer etc.) and that monitoring tools are regularly updated. 

-He/She ensures the vehicles are working properly, that they are properly maintained and any necessary repairs are duly carried out. 

-He/She makes sure that all licenses, authorizations for the movements of PUI vehicles in ATO zone are granted in advance and ad hoc as per need. 

-He /she ensures compliance with schedules and monitoring tools for the management of fuel and maintenance (log book) 

SUPPORTING THE BASES (Installation/redeployment/closing/normal functioning) 

-He/She actively contributes to the opening and the closing of base(s) and potential redeployment. 

-He/She supports the Field Coordinator in the organization of logistics factors (installing equipment, building research, security assessments etc.). 

-He/She plans and supports the necessary rehabilitation and installation on the different bases. 

ENSURING THE CIRCULATION OF INFORMATION, COORDINATION AND REPRESENTATION ON LOGISTIC ISSUES 

-He/She ensures that logistics information is effectively circulated between teams on the field, the capital and heaquarters. 

-He/She writes or participates in writing internal reports for everything concerning the logistics of the mission. 

-He/She ensures logistics coordination at the mission level by regularly visiting bases, checks, monitoring, training etc. 

-He/She participates in the financial and administrative management of his/her area of work. 

-He/She makes sure that the budgetary allowance is respected in the logistics department and establishes monthly cash-flow needs. 

-He/She participates in the writing of reports for the donors (lists of equipment, checking functioning costs etc.) and ensures the keeping and archiving of purchase files. He/She starts preparing old procurement files to be sent to HQ. 

-He/She participates in the preparation of logistics audit for closed projects. 

SUPERVISING AND MANAGING LOGISTICS TEAM 

-He/She supervises the whole department of the logistics team, directly or in functional link. He/She writes and authorizes job descriptions and carries out or delegates job interviews to the affiliated staff members of logistics department. 

-He/She initiates and conducts work meetings, mediates potential conflicts, defines priorities and action plans for the logistics team. 

-He/She prepares quarterly individual action plans for logistics team and makes sure the proper follow-up is on place. 

-He/She participates in the recruitment of the logistics team as well as in any decision to terminate an employment contract. 

-He/She ensures and/or supervises continued training of local and international members of the logistics team who are in the capital or on the bases on the procedures and tools proper for PUI. 

-He/She supports the Field Coordinator in the realization of program logistics activities, in a functional and not hierarchical relationship. 

-He/She creates long term planning and defines the strategy of the logistics department with the objectives defined in the annual programming of the mission. 

-He/She carries out regular appraisals of the logistics team directly placed under his/her direct supervision. 

-S/he is actively involved in building the capacities of her/his team by preparing capacity building plans and follow-up on the progress of her/his team. 

 CONDITIONS

Starting time: September 2021

 HOW TO APPLY:

Interested candidates should submit their CV and cover letter including at least 2 reference contacts.

Application should be sent before 12.08.2021

Only candidates shortlisted will be contacted. PUI reserves the right to close the vacancy prior last day of application submission.