Фахівчиня\ць з логістики по роботі з партнерами \ Logistics Officer Partnerships

Location: Lviv with frequent travels to Kyiv, Dnipro and Odesa (60% of the time in visit)

Reporting line manager: Logistics Coordinator Partnerships

Duration: 12 months renewable

Conditions: Employment contract, gross monthly salary starting from EUR1,624.91 depending on proven relevant experience for the post.  Annual leave 28 days. Moving allowance EUR 600 applicable for those recruited from outside Lviv. 

Starting date: ASAP 

CARE INTERNATIONAL

CARE International (CI) is among the world’s largest international non-governmental humanitarian relief and development Confederations. Drawing on more than 75 years of experience, through its 21 Members, as both a practitioner and thought leader, CI’s work reaches over 100 countries worldwide to save lives, defeat poverty and achieve social justice.

CARE’s vision is to seek a world of hope, inclusion, and social justice; where poverty has been overcome and people live in dignity and security. CARE focuses heavily on women and girls and the areas of gender equality, diversity and inclusion are at the center of our work because we know that we cannot overcome poverty and social injustice until all people have equal rights and opportunities. We recognize that power relations between people and within systems and structures are unequal and that these are entrenched in our broader systems, structures, and institutions.

At the core of the CI Confederation is a globally distributed Secretariat, which provides coordination and support to its Members in areas including governance, strategic planning, communications, membership development and accountability, advocacy, humanitarian response, and program development. In addition, the Secretariat represents the CI Confederation at the United Nations and the European Union and with other external stakeholders.

Context in Ukraine

On 24th February 2022, Russia’s invasion of Ukraine marked a significant escalation to the conflict that started in 2014. It continues to profoundly impact the lives of people across the country at various levels. The front line is continuously shifting and there are areas controlled by Russian forces as well as cities under siege. Aerial attacks on military installations and critical civilian infrastructures are conducted in the whole territory of Ukraine, often resulting in collateral civilian casualties. The conflict has caused the largest population movement in Europe since World War II, with 6.24 million displaced within Ukraine and 7.68 million refugees having fled to neighboring countries. By October 26, OCHA had counted 17.7 million people in need of humanitarian assistance.

Amid the upcoming winter, which is anticipated to be the worst in decades, at least one-third of the country’s energy infrastructure is damaged, leaving millions without heating and access to water. In October, the Russian Federation claimed to have annexed four Ukrainian oblasts, further increasing the challenge of access to these areas. Therefore, in addition to preparing the population for the approaching winter, an ongoing priority for the international humanitarian response is to secure access to recently liberated and recaptured areas in the East and to provide aid to previously unreachable and particularly hard-hit areas of Ukraine.

CARE UKRAINE

As a new actor in Ukraine, CARE prioritizes a locally led response and is partnering primarily with Civil-Society Organizations (CSOs), National NGOs, local authorities, and INGOs with a longstanding presence in the country and access to hard-to-reach areas. CARE Ukraine deliberately and strategically prioritizes partnerships with local and national Women-Led and Women’s Rights organizations (WLOs/ WROs), who are at the forefront of the response, in order to strengthen their voice and leadership in the overall humanitarian response and decision making. By January 2023, CARE Ukraine has established partnerships with fourteen local/national organizations (including six WLOs/WROs). As a result of these partnerships, over 600,000 people have been reached across Ukraine, including in areas along the line of contact. CARE Ukraine has four established offices in Kyiv, Lviv, Dnipro and Odessa and is currently in the process of opening additional field antennas. 

Role Objectives 

We are seeking to hire a Logistics Officer Partnership (LOP) to support and assist the Log Coordinator Partnerships in monitoring, coordinating and supporting our local partners regarding the implementation of logistics operations under grants funded by CARE DE in Ukraine, to ensure compliant and smooth implementation of their projects. 

Working under the direction of the Logistics Coordinator Partnerships, the LOP will be assisting in supporting our partners in the implementation of their logistics operations. Building and creating a trustful, mutual interest, and supportive relationship, the LOP will have to answer to different needs of the partners, in terms of guidance, training, organizational issues, means supports, on all aspects of their supply chain and logistics challenges. The LOP will also help in coordinating multi partners logistics operations, suggest and offer solutions, fluidify the exchange of information, as well as controlling the compliance of logistics and procurement operations.

Role responsibilities 

The position holder will: 

Procurement

Support / assist the Log Coordinator Partnerships (LCP) in building and monitoring partners’ procurement plan for each project funded by CARE DE in Ukraine.

• Support / assist the LCP in conducting and reviewing partner’s due diligence process, dispatching recommendations, and monitoring their good implementation.
• Support / assist the LCP in reviewing and validating partners’ purchase files
• Support / assist the LCP in conducting preventive audit and compiling results and analysis
• Support / assist the LCP in archiving system of the purchase files, verifying that they are orderly and logically tidied with sustainable sequential numbers.
• Support / assist the LCP in delivering appropriate trainings according to observations made in line with audit’s report, regarding good practices and principles which must be applied through procurement process. 

Asset management

Support / assist the LCP in reviewing partners’ in improving and implementing asset management guidelines and SOP, 

• Support / assist the LCP in conducting preventive audit, in drafting the consequent report with recommendations and monitoring the required improvement.
• Support / assist the LCP in delivering appropriate trainings according to observations made in line with audit’s report
• Support / assist the LCP in reviewing and consolidating asset reports

Stock Management

• Support / assist the LCP in reviewing partner’s stock management procedures – support partners in improving and implementing stock management guidelines and SOP and give recommendation for improvement if risks/gaps are identified, providing them with necessary tools, templates, and support/solutions.
• Support / assist the LCP in verifying that each partner has a stock report up to date, archived on regular with stock cards, “out of stock requests” and waybill/GRN copies (for entries justification). 
• Support / assist the LCP in conducting preventive audit, on regular bases (from 3 to 6 months frequency), for each partner, on their stock management. 
• Support / assist the LCP in formalizing the results of the preventive audit in a report, with observations and recommendations.
• Support / assist rhe LCP in delivering trainings according to observations made in line with audit’s report

Fleet management

• Support / assist the LCP in conducting the due diligence process – Verify that each partner has logbooks for all vehicles and generators, with a fuel consumption and maintenance follow up tool.
• Support / Assist the LCP in conducting physical spots checks every with the asset preventive audit, in order to verify that logbooks are present and correctly fulfilled in each vehicle or on each generator funded by CARE Ukraine, up to date, and matching with fuel and maintenance follow up 
• Support / Assist the LCP in delivering appropriate trainings according to observations made in line with physical spot check’s report

Transport management

Support / Assist the LCP in providing partners with training on transport management – waybill, packing list, loading plan, legal documents according to the nature of the goods

• Support / assist the LCP in coordinating, in between CARE Log team and partners, the potential transport of in-kind donations and supplies carried out by CARE or inter partners logistics operations.

Archiving and reporting

• Support / assist the LCP in verifying that each partner has an archiving system in place, in hard and soft version, orderly tidied allowing to easily find any required file. Provide support if necessary
• Support / assist the LCP in creating a logistics biannual report template for partners, containing: the asset list, the list of purchase files carried out including their amount and nature during the concerned period and the stock report extract for all activities founded by CARE Ukraine. Spread this report among all partners and requesting them to fulfill it. 

Cooperation – Others

• Support / assist the Logistics Coordinator Country Office when necessary with procurement or other tasks, if approved by LCP and when workload allows it
• Report challenges and observation to the LCP, seek for support, and propose solutions.
• Ensure appropriate communication and do not engage the responsibility and the means of CARE DE in Ukraine without approval from your line manager

ESSENTIAL CRITERIA:

The post holder should be able to demonstrate the following attributes:

• University degree preferably in Logistics, or in Business/Finance
• Minimum 3 years of experience in logistics, preferably including 1 year in non-profit / humanitarian sector, with an experience at similar levels of responsibility.
• Good understanding of humanitarian principles or public/private tenders governing the procurement processes, 
• Good understanding of basics economic principles
• Good listening and negotiation skills as well as being comfortable when speaking in a group or in public
• Details oriented, meticulous, efficient, and logical
• Possesses excellent oral/writing communication skills in English and Ukrainian
• Ability to work in a stressful environment and able to prioritize high workload with multiple tasks in fast-paced environment with tight deadlines.
• Strong computer skills – Microsoft Outlook, Word, Excel, Google, Teams/SharePoint a plus
• Willing to travel to the field on a frequent basis.
• Ability to work as part of a team and culturally sensitive and able to work in multi-cultural team.
• Results/action-orientation; organizational management skills
• Unquestionable personal code of ethics, integrity, diversity and trust
• Capacity in creating systems, processes, and procedures
• Detail-oriented, organized, and self-starting
• Strong belief in human rights and gender equality 

 Accountability:

 A commitment to CARE values and CARE’s integrity framework is critical to working with CARE. Any candidate offered a job with CARE will be expected to adhere to the following key areas of accountability:

• Comply with CARE’s policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm principles and unacceptable behaviour protocols.
• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within the programming area.
• Report any concerns about inappropriate behaviour of a CARE staff or partner.

Safeguarding:

 Children and vulnerable adults who come into contact with CARE as a result of CARE activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury and any other harm. One of the ways that CARE shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

Gender Equality:

CARE is committed to meeting the standards of the CARE International Gender Policy (2019). Through this policy, CARE seeks to promote the equal realization of dignity and human rights for girls, women, boys and men in all diversities, and the elimination of poverty and injustice. Specifically, this policy seeks to improve the explicit incorporation of gender in programmatic and organizational practices.

How to Apply:

Please send your complete application package (CV, motivation letter, references) only in English to [email protected], no later than 19 September 2023, with Logs Officer Partnership as the subject title of your email.   Applications will be reviewed on a rolling basis. Women candidates are strongly encouraged to apply. 

Please note that only shortlisted candidates will be contacted. References will only be contacted after the interview.  

[email protected]