Вакансія: Logistics Specialist

Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) in Ukraine is seeking a qualified professional for the Country Office to fill the position of the

Logistics Specialist (full-time, Kyiv)

(internal SAP code: Logistics Specialist)

As a service provider in the field of international cooperation for sustainable development and international education work, we are dedicated to shaping a future worth living around the world. GIZ has over 50 years of experience in a wide variety of areas, including economic development and employment promotion, energy and the environment, and peace and security. The diverse expertise of our federal enterprise is in demand around the globe – from the German Government, European Union institutions, the United Nations, the private sector and governments of other countries. We work with businesses, civil society actors and research institutions, fostering successful interaction between development policy and other policy fields and areas of activity. Our main commissioning party is the German Federal Ministry for Economic Cooperation and Development (BMZ). The commissioning parties and cooperation partners all place their trust in GIZ, and we work with them to generate ideas for political, social and economic change, to develop these into concrete plans and to implement them. Since we are a public-benefit federal enterprise, German and European values are central to our work. Together with our partners in national governments worldwide and cooperation partners from the worlds of business, research and civil society, we work flexibly to deliver effective solutions that offer people better prospects and sustainably improve their living conditions.

Responsibilities

The logistics specialist is responsible for:

• Settlement of the travel expenses of international and national GIZ employees as well as CIM experts.
• Quarterly reporting of taxable working days of the GIZ foreign employees to the Head Office.
• Travel management (hotels, transfer, transportation services) for GIZ employees and CIM experts.
• Purchase of air and rail tickets for GIZ employees and CIM experts.
• Daily logistics operations for GIZ Ukraine.
• Stock management at the GIZ country office in Kyiv.
• Support in opening of tender documents after bidding deadlines (openning team).
• Overall smooth workflow in line with the assigned area of responsibility.

Tasks

The logistics specialist:

1. Settlement of travel expenses and reporting of taxable working days to the GIZ Head Office

• Takes over the settlement of travel expenses for international and national GIZ employees (domestic and foreign business trips) as well as for CIM experts in accordance with the travel expenses guidelines.
• Informs travelers on the processing status of their travel expenses (if required).
• Registers the taxable working days of the GIZ foreign employees and reports them to the GIZ Head Office on a quarterly basis.
• Archives the documents related to travel expenses as well as the relevant correspondence and the information on the taxable working days in accordance with the GIZ rules.
• Participates in designing and adjusting the work processes.
• Ensures the induction of new GIZ employees; participates in trainings on the settlement of travel expenses (also in the regions) as an instructor.
• Consults the projects, including regional project offices, on issues concerning travel expenses settlement.

2. Travel management

• Supports, organises/ coordinates (in part) logistics management in the preparation of business and study trips.
• Ensures the accommodation of arriving guests, short- and long-term experts.
• Provides logistics support to guests and short-term experts during their work.
• Settles travel agreements and makes travel-related arrangements (tickets, flights, hotel reservations, transportation, etc.).

3. Purchase of air and rail tickets

• Handles requests from foreign and national GIZ employees, CIM experts.
• Coordinates the purchase of tickets for domestic and international flights, maintains related contacts to contracted travel agencies.
• Issues tickets and other documents, hands them over to trip participants.
• Coordinates the return of boarding passes, reimbursement of ticket costs as well as arranges reimbursement by travel agencies for unclaimed flights.
• Monitors the status of bonus miles and ensures their timely use.
• Ensures the smooth ticketing process in line with the valid agreements.
• Participates in the preparation/update of framework contracts with travel agencies in cooperation with the procurement team.

4. Inventory management in the Kyiv Country Office

• Updates the inventory list of the country office in line with the arrival of new assets.
• Participates in the inventory check conducted annually by 30 June in the country office and sends the signed inventory list to the GIZ Head Office.

5. General tasks

• Provides individual advice to the projects on issues related to the settlement of travel expenses, ticketing and receivables management.
• Supports and actively engages in upskilling measures for GIZ colleagues on travel and inventory management. 
• Ensures the unbiased opening of envelopes with offers together with the colleague.
• Takes over other office functions and tasks, if required.
• Attends additional trainings and upskilling courses (if required) in accordance with her job profile, tasks, and duties. Relevant training programmes should be identified and selected together with the GIZ office management / administration.

Required qualifications, competences, and experience:

Education

• BA/MA or a similar degree.

Professional experience

• At least three years of experience in a similar position.

Additional qualifications

• Good working knowledge of modern telecommunication tools (telephone, fax, e-mail, Internet and related software).
• Good working knowledge of computer applications (e.g., MS Office).
• Good command of English and/or German, native speaker of Ukrainian.
• Good communication and organisational skills.

Additional competences

• Essential business competences, reliability and sense of order.
• Service-oriented approach towards the GIZ employees and external parties.

We offer:

• Official employment.
• Salary fixed in EUR, performance-related bonuses and 13th salary.
• Medical insurance, 29 vacation days annually.
• Language classes, hard and soft skills trainings.
• Individual and group psychological support.
• Possible remote and flexible work.
• Meaningful and valuable work, international environment.

Employment conditions

Full-time position with 40-hours working week. The contract duration is 1 year. Prolongation is possible. Starting as soon as possible.

GIZ is an equal opportunity employer and offers an attractive and challenging working environment with opportunities for skill enhancement.

Application

We are looking forward to your application in English, comprising your CV and a Cover letter explaining your motivation to apply for the job to [email protected] until COB 20.11.2023, Monday.

By sending the application the candidate gives the consent for the personal data processing for recruitment processes solely.

Only shortlisted candidates will be contacted for the next stages of the recruitment process.