Logistics and Procurement Officer – Kyiv

Location: Kyiv (with possible travel to Odessa, Lviv and Dnipro)
Duration: 12 months renewable
Conditions: Employment contract, gross monthly salary between1,863 Euro – 2,111 Euro depending on proven relevant experience for the post.
Starting date: as soon as possible

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

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 when needed, 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 Rights organizations (WLO’s/ WRO’s), further strengthening the Gender in Emergencies (GiE) principle and the Women Lead in Emergencies (WLiE) approach. Especially in the first few weeks after the escalation of the war, virtually all humanitarian aid inside Ukraine was organized and implemented by local actors. These groups (together with local authorities) remain the principal aid providers but are quickly being exhausted of funds, fuel, and physical energy. Thereby, a considerable proportion of CARE’s resources is dedicated to strengthening and supporting the capacities of local partners. 

As of November 2022, CARE Ukraine established partnerships with twelve local/national organizations (incl. four WLO’s/WRO’s) and five international NGOs. From the more than 28 Mio that have been raised for Ukraine thus far, more than half is allocated to local/national partners. Through the activities that have been implemented so far, CARE Ukraine was able to reach 550,030 people, including IDPs and affected populations in hard-to-reach areas.

While CARE Ukraine’s office is currently located in Lviv, we are continuously working on strategically expanding CARE’s presence and reach with plans to open an office in Kyiv as well as field offices in Dnipro and Odessa, covering both the East and South of the country.

Objectives of the mission

We are seeking to hire a Logistics and Procurement Officer (LPO) to manage, coordinate, implement, monitor and report our logistics operations in an orderly, optimized, efficient and compliant manner in order to ensure a smooth implementation of our Logistics operation in Ukraine, Kyiv coordination antenna.

Working under the direction of the Logistics Manager, the Logistics and Procurement Officer will be responsible for managing the logistics operation, for CARE Kyiv coordination antenna. Kyiv base is mainly supports CARE’s implementing offices in Odessa and Dnipro, with the support of Lviv coordination office. In close cooperation with logistics colleagues from other offices, her/his main responsibilities will be to administrate logistics flows regarding procurement, storage, assets, transports of people and goods, fleet, and facilities in Kyiv as well as supporting the Logistics Coordinator Partnerships.

Main responsibilities include:

The position holder will

Procurement

• Acknowledge, review, deliver feedbacks, code, archive Pruchase Requests (PR) and their annexes, according to Procurement SOP and Guidelines
• Prepare quotations requests or tendering documents after the approval of PR, according to the appropriate procurement procedure, in line with SOP and Guidelines,
• Diffuse the request for quotations or tender documents in an equitable, timely and transparent manner, with appropriate level of diffusion according to the procurement procedures, according to SOP and Procurement Guidelines
• Collect the offers and prepare the Selection Bid Analysis or the selection committee documents according to the applied procurement procedures and formalize the decision with verifiable and objectively demonstrated argument based on pre edited selection criteria
• Conduct vetting of selected suppliers before placing any contract with a new supplier. Ensure the regular renewal of the vetting for all suppliers already incorporated in the database.
• Prepare contracts and or Purchase Order according to decision made at selection stage, get it approved internally and then with the supplier
• Ensure the follow up and the respect of the contracts’ or Purchase Order’s terms regarding delivery terms and conditions
• Manage, in collaboration with requesters and transport/stock/asset logistics focal points, the acceptance of goods and services with appropriate documents (Good receive notes, emission of reserves)
• Collect necessary documents to issue payments and organize payment in collaboration with finance departments after submitting the complete validated file
• Collect all necessary documents forsuppliers regarding transport (waybill, packing list, certificate of origins, customs clearance certificate, pro forma invoice, hygiene certificate, quality certificates insurance), as well as agreed documents accompanying goods/services/works, as per contract/PO conditions, such as insurance, warranty, user’s manuals.
• Where applicable, when transport and customs clearance need to be organized through an outsourced solution, prepare required procurement file.
• Feed on daily bases, at each step of each procurement, the monitoring tools related to procurement such as the Procurement Plan, the PR tracker, the contract follow up, the vendor data base
• Support the Logs Manager in editing the cash forecast based on PR tracker and all known upcoming payments
• Manage the all theprocurement files in a transparent, objectively justified, accountable, equitable, timely, rigorous and organized manner as per manuals, procurement plan, guidelines, and SOP
• Communicate clearly and accurately relevant and necessary information with other stakeholders of the procurement process, at the start, during and at delivery stage of the supply chain, including the non-exhaustive list of requesters, finance teammates, and logistics team
• Inform concerned stakeholders immediately when blocking points are identified. Request meetings with requesters or program focal point on ad-hoc bases, or request for instructions and advice by email after discussion issues with the line manager
• Ensure that best quality for money is applied through each procurement and ensure a close communication with requesters and an overall follow up of all procurements, in order to avoid duplication of procurement as well as inappropriate purchases. Support the program department by proposing the best solution to answer their needs and objectives according to your market knowledge.
• Support the Log Manager in analyzing the Key Practical Indicators regarding supply chain performance, and alert when bottle necks or systemic issues are identified
• Support the Log Manager in assessing the economical network through the Call for Expression process and in identifying new suppliers
• Where necessary, support advanced bases in their procurement as well as partners

Stock management

• Manage each stock request as per the SOP, in time and with correct required documents
• Update the stock report on daily bases and share it on weekly bases with concerned stakeholders
• Manage, follow and update on available space inside each warehouse in your area and communicate with all concerned stakeholders
• Manage, organize and arrange stocks as per CARE Ukraine SOP and guidelines
• Plan, organize and manage stock entries and stock requests, with the necessary documents (stock cards, out of stock request, waybill and GRN), produced/updated on time, correctly fulfilled and archived in soft and in hard copy, in orderly manner, as per related SOP
• Ensure and manage that appropriate safety and security measures are in place and that goods are secured (rodents/fire/flooding/robbery mitigation measures)
• Conduct regular physical inventory count checks, formalized, and signed. Where appropriate, investigate, report, propose corrective measures and produce necessary documents to justify discrepancy (loss/damage/robbery report)
• Support the Log Manager in forecasting the storage capacity and provide solutions for ongoing and new projects
• Follow up on stocks and ensure that there is no unnecessary sleeping stock and report when the fulfillment rate is too low for a long period of time
• Support the Log Manager in intermediary and final reports regarding remaining stocks

Asset and Inventory management

In cooperation with the Procurement Officer

• Manage asset or inventory requests as per the Assets and Inventory SOP, in time and with correct documents (staff asset form), organizing and managing the transport and delivery to locations requested
• Manage and update the asset and inventory report on daily bases and share it on monthly bases with concerned stakeholders
• Manage and update the asset and inventory maintenance follow up tool, including the warranty follow up, and ensure that necessary maintenance is carried out on time either internally or by outsourcing in order to avoid any breakdown
• Manage the tagging of all assets and inventories with archiving of relative documents in soft and hard copy (insurance, warranty, copy of invoice, user’s manual)
• Manage the storage of assets with the appropriate safety and security measures in order to keep them safe and secured
• Provde each user receiving an asset with necessary training in order to avoid misuse
• Conduct regular physical inventory count checks, for Assets and Inventories, formalized, and undersigned by inventorying team. Where appropriate, investigate, report, propose corrective measures and produce necessary documents to justify the potentials discrepancies (loss/damage certificate)
• Support the Area Support Services Coordinator and the Logs Manager in forecasting the asset needs for coming months/projects according to the wear rate and to the remaining estimated lifespan of existing assets
• Support the Logs Manager in intermediary and final project report regarding assets

Transportation/Fleet management

• Manage and organize movement requests for in city and intercity bookings, with appropriate communication and documents as per the Movement Request SOP
• Ensure that each movement planned is approved by the security team
• Manage the movements of vehicles in an optimized manner, follow on fleet capacity, where appropriate report and justify the additional extra needs to the Log Manager and Area Manager.
• Manage vehicle maintenance on time as per the asset maintenance follow up, with outsourced purchase where necessary
• Ensure that the logbooks are in place aboard each vehicle, and correctly updated by drivers
• Ensure that each vehicle contains security and safety means, as well as necessary documents (insurance, registration certificate, first ai kit, spare wheels, minimum mechanical tools, yellow jacket and triangle etc). Take necessary action where applicable when gaps are identified
• Manage the renewal of vehicles and drivers documents before expiry date, using thefollow up tool. Insurances, registration documents, drivers license, mission orders etc in line with country regulations
• Ensure that daily, and prior to each vehicle movement, basic checks are carried out by drivers and formalized within a signed check list
• Ensure that each driver has a good knowledge of the area they are driving to and that they received security and safety training
• Manage and update the fuel consumption follow up and that each vehicle is refueled every end of week or prior to a long trip
• Manage the archiving of logbooks in soft and hard copy once complete
• Conduct regular physical inventories of vehicles, formalized, and undersigned. Where appropriate, investigate, report, propose corrective measures and produce necessary documents to justify the anomalies (loss/damage/robbery report)
• Support the Area Support Services Coordinator, and the Log Manager in intermediary and final project report for vehicles related matters
• Ensure that any transport of goods, for outsourced and internally carried items, are always accompanied by necessary documents. Draft necessary and or collect necessary documents such as waybill, mission order, packing list, certificate of origin, customs certificate, hygiene certificate, quality certificates and ensure their correct soft communication to the final delivery point
• Manage and prepare the shipment loading/offloading are well prepared, on time, with necessary physical means (workers handling tools and PPE), and that loading plans are drafted previously to the loading day.
• Ensure anticipation, coordination, and communications, in between concerned stakeholders, for each transport, optimizing the time and the resources.

Facilities

• Manage the lease contract follow up for all facilities in Kyiv area and up to date it when necessary in ensure the renewal of contracts are on time and the forecast of expenses, using the contract follow up tool
• Archive all lease contracts with their amendments in soft and hard copy
• Manage and update the allocation table of all guesthouses on weekly bases, share with concerned staff and ensure that all guesthouses are ready on time for any newcomer or visitors
• Manage any issue with the utilities, solving them in a time and appropriate manner. Where applicable, directly with the landlord (plumbery, electricity, heating system) or internally when landlord’s responsibility is not engaged (breakdown of our own equipment, internet etc)
• Key management for each facility and each room as an asset, with a follow up of the keys and their holders
• Manage the utilities follow up as part of the lease contract follow up, ensure it is up to date, and payment instalment for all related bills are paid on time, in collaboration with finance focal point
• Manage the facilities ticketing system with a simple SOP, share with users for them to report any issue that arises
• Forecast any need for additional building and report it to the Area Support Services Coordinator and Log Manager with justification
• Identify and assess new buildings planned to be added to the park of facilities, in collaboration with security department and edit the comparative table of the different options before submitting it to the Log Manager
• Conduct an entry inventory report when a new building is rented, with landlord’s signature and picture of each room, taking note of each default
• Manage and ensure necessary rehabilitation works when renting a new building, negotiating with the landlords in order to have those works done prior to starting the rental contract
• Manage and ensure the installation and maintenance of functional office space(s) and guesthouses are in an adequate lcondition. Ensure the application of defined safety and security measures and make inspection visits to assess the rehabilitation needs of facilities when required
• Ensure that facilities have appropriate IT and Communications infrastructure and equipment allowing permanent communication between offices. Ensure that all staff in the mission have proper training on how to use communications equipment available (e.g. satellite phones, PTT, trackers, computers, smart phones, etc.)

Archieving

• Ensure that all documents produced for all above subject are orderly archived in hard and soft copy, as per the SOPs and archiving tree defined by the Log Manager
• Ensure that all archives in hard copy are marked according to the evacuation plan, by the three categories: to be left, to be taken and to be destroyed (green mark, orange mark, red mark). And ensure that destruction means are ready. Ensure that all electronic devices containing sensitive information are part of the evacuation plan

Communication

• Manage a smooth, anticipated, and optimized communication with internal stakeholders of the Kyiv Logs department, as well as with other departments, and with stakeholders from other CARE Ukraine offices, when necessary, at the appropriate level of management, according to SOP, logistics users guide and as necessary

Security

• Ensure the readiness of the logistics aspects for potential evacuation, relocation, and hibernation, as well as any other contingency plan
• Identify and report to the Area Support Services Coordinator, the Log Manager and the Security team monitoring on any gaps or issues that may compromise the security of employees
• Ensure respect of security rules within logistics operations in Kyiv

ESSENTIAL CRITERIA:

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

• Relevant University or Technical degree preferably in Logistics, Engineering, Business, Finance or equivalent experience in logistics, minimum 5 years, including 2 years in non-profit/humanitarian sector.
• Good capacity in equipment’s maintenance, facility maintenance and/or administration
• Good organizational and planning skills
• Details oriented, meticulous, efficient and logical, the ideal candidate should demonstrate a good capacity to administrate and coordinate various type of flows
• 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.
• Good computer skills – Microsoft Outlook, Word, Excel, Google, Teams/Sharepoint a plus
• Willing to travel to the field when required, infrequent bases
• Ability to work as part of a team and culturally sensitive and able to work in multi-cultural team.
• Results/action-orientation
• Unquestionable personal code of ethics, integrity, diversity and trust
• Self-starting
• Strong belief in human rights and gender equality
• Highly confidential
• Females are highly encouraged to apply

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 Jo Fox at [email protected], no later than 20 February 2023, with Logistics and Procurement Officer Kyiv as the subject title of your email. Applications will be reviewed on a rolling basis. Female candidates are strongly encouraged to apply.

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