Спеціаліст/ка з питань безпеки та логістики / Security and Logistic Officer

Background 

HELVETAS is the largest Swiss nongovernmental organization with a dual mandate for long-term development and humanitarian response. It has been present in Ukraine for several year implementing development projects mainly through local partners.    

During 2022 HELVETAS initiated emergency assistance. Currently we are building our operational presence to deliver comprehensive response to the current humanitarian crisis. HELVETAS plan to be active in Ukraine for next 5 years.  

Objective of the assignment  

The incumbent will be responsible for Kharkiv office activities related to security and logistic in an Emergency Response Office in Ukraine.  

Main tasks and activities of the consultant  

The position holder works under the direction of the Country Coordinator. He/she will also work closely with the Finance Manager in Kyiv and Logistics Manager. 

Job Purpose  

To provide security & logistics management support for Kharkiv office. This position will be responsible for updating and monitoring security policies, introducing new security procedures where needed, follow up on security situation in region, daily maintaining and implementation of logistics and supply processes/systems (i.e. purchasing, warehousing, assets and fleet) for Helvetas operations for Kharkiv office in accordance with Helvetas policies and procedures. S/he will report regularly on Kharkiv office logistics and supply activities to the Logistics Manager. Person will also serve as Security focal point for Kharkiv office. 

Job Responsibilities  

Security 60% 

• Ensure that all staff and visitors to the Kharkiv office receive appropriate security briefing on arrival and immediately following any security incident (‘lessons learned session’) and provide security update during team meetings. 
• Ensure that an appropriate system is in place to provide security information to visitors in advance of their arrival. 
• Ensure all drivers are aware of the relevant aspect of the security management plan with regards movements and driving in Kharkiv and neiboring regions. Ensure driver briefings are conducted with specific regards to safety and security for all new drivers, and refresher sessions for all drivers at regular intervals or following a security incident. 
• Any task reasonably assigned to you by your direct line manager or designated person 
• Collect, analyse and share security information regarding the operational environment with relevant support and programme staff.  
• Keep all Security documents updated and relevant
• Ensure that all procedures are followed
• Plan appropriate security trainings

Vehicle and Fleet Management 10% 

• Maintain Kharkiv vehicle fleet management routines, vehicle checks including logging, onboard equipment, tools and documents and regular service due dates.
• Ensure good maintenance of the vehicles and keep them in optimum condition and used costeffectively.  
• Ensure proper management of fuel consumption of fleet through regular vehicle fuel consumption analyses and reporting to Line Manager. Ensure proper management of vehicles (deployments) through regular vehicle deployment and mileage (KM) report analyses – and in case of significant variance, ask concerned driver(s) to explain and or report to Line Manager. 
• Ensure vehicle misuse is promptly reported to direct line manager if any misuse is identified. 
• Ensure all drivers are regularly updated on any organizational information; changes/developments including on any SOPs.
• Update, disseminate and monitor weekly staff travel board (travel plans) by email and calendar tool.  

Asset Management 10% 

• Maintaining and updating Helvetas assets including the recording of assets; disposal of assets; reporting any asset movement, loss or damage 
• Asset Management, including ensuring appropriate storage and maintenance of assets. 
• Tag / Register assets once the commodity is delivered to Helvetas premises. 
• Carry out spot checks for both assets/inventory  

Procurement, Storage, and Delivery 10% 

• Ensure the procurement of Kharkiv office supplies and service needs (high and low value transactions) are carried out in a timely and cost-effective manner and according to Helvetas Policy on procurement, and keeping in mind any donor requirements on procurement.  
• Set realistic procurement timelines with program teams allowing S/He to assess market and obtain value for money purchases.  
• Keep proper record of all contracts, expenditures, receipts, purchase order forms, waybills and other documents (in both soft – on Box and hard copies where required).
• Ensure the timely payment of all goods and services rendered, in coordination with budget holders and the finance department.  
• Coordinate all logistics/procurement activities with other departments and Kyiv office.

Administration 10% 

• Ensure all (stationary, toiletries, safety equipment, etc) office supplies are adequate and are replenished regularly 
• Manage cleaning person(s) workplan  
• Book accommodation and transport when requested with the use to approved budget codes and procedures  
• To make sure office utility bills (water, electricity, diesel, telephone) is processed and paid on time. 
• Adhere to all agreed rental agreement contracts and other framework agreements set by Country Director and Logistics

Other tasks as assigned.  

The percentages assigned to various sections of this TOR are indicative and may change based on needs. 

Logistics/Travel 

Helvetas will cover the cost of the travel within the country. 

Interested candidates should apply via form to [email protected] with their CVs (including anticipated level of remuneration), by 29th of February 2024. Shortlisted candidates will be invited to an interview.