Field logistics and security officer

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, Donetsk region.

Qualifications

Education Degree: High School or Secondary School Certificate or Bachelor's Degree in Logistics or Safety and Security or other related fields

Work experience: at least two years of work experience within logistics or safety and security field

Language Skills: Fluent in English, Ukrainian and Russian

Knowledge & skills: Good critical and analytical thinking; wide and broad understanding of context of Ukraine. Ability to synthesis a wide scope of information. Solid organizational skills, excellent communication and interpersonal skills. Solid programmatic, financial, and organizational planning skill is highly desirable. Flexible and adaptable with regards to the implementation of the daily work. Have a good Stress Resistance coping mechanism.

Computer skills: Confident user of Microsoft Office (with focus on Excel and Word and Outlook)

Tasks and Responsibilities:

1. 1. Premises
2. 1 Supports the Logistics Coordinator in identifying the new offices or Guest Houses upon requests and when needed, collecting the information needed and performing the market surveys and researches.
3. 2 Ensure that all the energy means necessary at Kostiantynivka base level are available and are managed in compliance with PUI procedures.

Responsible for key management (Kostiantynivka base and Guest-House, Bakhmut, Mariupol and Vuhledar sub-bases). Keep a record of all the keys and keeps informing the Field Coordinator on keys movements / assignments.

1. 2. Fleet Management:

Ensures efficient fleet management for smooth PUI project implementation, which includes, but not limited to: weekly movement plans; collects the departments' transport requests on every Thursdays and preparation of the weekly movement plans, not later than 12:00 PM every Friday to be approved by Field Coordinator.

Ensures HR management of PUI contracted drivers and rented vehicles drivers (including leaves planning, appraisals etc.) based on PUI National Staff Regulations.

Ensures that transportation needs are covered through appropriate means and monitors the weekly movements on day to day basis, keeping Field Coordinator informed on all the changes related to movement plans.

Makes sure that all the vehicles have the necessary documents.

Makes sure that all the vehicles are provided with necessary equipment, fire extinguishers and the First Aid Kits in accordance with PUI policies; initiates procurement processes in case if any maintenance or service is needed;

ensures that vehicles are insured, managed correctly, being driven safely, maintained appropriately. Monitor vehicles (condition, localization and owner/donor) through monitoring tools.

Makes sure that all vehicles are equipped with PUI visibility items; keeps track of such visibility items and inform Logistics department when replacement is needed.

Makes sure that the maintenance and services are done in time following the vehicles' logbooks and that the vehicles are in good working conditions and well cleaned.

1. 3. Asset Management - Computer, Telecom, Energy:

Following the standard PUI Assets and Equipment Management procedures, issues and keeps a record of all Assets and Equipment issued to staffs. Reports to direct line managers on any issues related to Assets and Equipment in KOS Office.

Issues technical recommendations for the procurement of computer equipment, phone and energy supply equipment based on the needs identified.

Monitor equipment (condition, localization, owner / donor...) through regular updating of monitoring tools/reports.

Ensure proper installation and setting of equipment and manages its good operation, maintenance or repairs.

Checks the use of equipment and proceeds if needed with operating procedures' adjustments.

Responsible for the bi-weekly back-ups and makes sure that all staffs are performing back-ups on time in compliance with PUI archiving system.

1. 4. Safety and Security of Staff, Assets and Premises:

Assists Field Coordinator and/or Logistics Coordinator in defining security management tools for the mission under overall guidance of Head of Mission; makes suggestions regarding their appropriateness and the needs for adjustments.

Liaise with other research, analysis, and security professionals insofar as is necessary to support contextual analysis and security advice. Establish and maintain information networks to inform both changing strategy requirements and immediate operational risks.

Responsible for constantly updating basic information in SOPs and security rules (ex: change of telephone numbers, name of focal points, addresses, etc...). Submits the updated information to Field Coordinator and Head of Mission.

Regularly updates the Security Pack Monitoring and Evaluation Tool and shares it with the Field Coordinator, the Logistics Coordinator and the Head of Mission

Responsible for providing briefings on security SOPs and rules to newcomers. Ensure that staff members are familiar with and understand the rules.

Identify needs on safety/security related issue for PUI staff. Train/Organise training based on the needs and keep track of trainings carried out.

Support the Field Coordinator and Head of Mission on the application of, and compliance with, security plans and policies on all bases and field area.

Immediately report to Field Coordinator on any safety and security incident or accident;

Participate in the field visits to the new project locations to properly assess the security situation, draft a report and propose necessary adjustments for further visits.

Works with Field Co, Program managers, Log Co, Head of mission to ensure safety, security and access are mainstreamed in programmatic as well as operational planning, decision-making and implementation.

Provides quantitative and qualitative data to programme and support staff regularly and upon request.

Provides proactive leadership and analysis on emerging physical security issues.

Informs Log Co and Field Co of security/safety items that need to be purchased.

1. 5. Reporting:

Drafts Security Incident Reports following the incidents occurring in his area of responsibility for further reviews by the coordination team.

Prepares the following reports to be submitted to Field Coordinator and to Logistics Coordinator by the 10th day of each month for further disseminations to HQ:

Asset and Equipment Lists;

Fuel consumptions follow up and Sending fuel reports on a monthly basis;

Keys Management system follow up;

Prepares the following reports to be submitted to Head of Mission and Field Coordinator:

Weekly security reports (collection of data + analysis) - to be shared every Monday;

Monthly reports (Monitoring of the security situation + INSO incident list + Security trend analysis + identified threats + recommendations) - to be shared on the 15th of each month;

Prepares reports and brief on contextual, political and security developments every quarter and upon request if required;

Maintains online filing of all relevant tools, reports and other relevant documentation;

Contributes towards the development of internal and external reports and other deliverables and proposals

Any other reports upon requests of direct line manager and / or Logistics Coordinator.

CONDITIONS

Starting time: January 2021

HOW TO APPLY:

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

Application should be sent before 15.01.2021

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