Deputy Logistics Manager

ACTED — французька неурядова організація, заснована в 1993 році, яка підтримує вразливі верстви населення, які постраждали від гуманітарних криз у всьому світі. ACTED надає постійну підтримку вразливим громадам шляхом забезпечення стійкості післякризових заходів та готовності до довгострокових викликів, що стоять перед населенням, з метою подолання циклу бідності, сприяння розвитку та зменшення вразливості до катастроф. Наші співробітники завжди готові реагуванню в надзвичайні ситуації, підтримці та відновленню сталого розвитку через 450 проектів у 43 країнах.

DUTIES & RESPONSIBILITIES

SUMMARY

1. Ensure 100% compliance with procurement guidelines, and regularization of all procurement process and templates, including but not limited to:
2. Ensuring appropriate technical evaluations are carried out for procurement (particularly program supplies)
3. Provide support to area logistics managers with strategic improvements to warehouses, in particular for warehouses that will be used to store dangerous goods or Food for beneficiary consumption
4. Provide support to area logistics managers for all aspects related to distribution (including effective FWA for transportation, management of daily workers and coordination of deliveries direct to beneficiaries from suppliers)
5. Supporting the utilization of Delivery Management Tools suited to category.
6. In cooperation with CLM, Integrate Delivery Management tools with Carbon Footprint reporting tools to provide more accurate data on ACTED’s Carbon Footprint.
7. Ensure timely and accurate reporting of all follow-up tools to support Donor Reporting.

Procurement (Program):

Context : Kyiv logistics team includes 2 senior procurement staff, as well as an international logistics officer who will manage the tendering process for all goods and services related to program implementation.

1. The DCLM will work alongside the procurement team to develop and implement good procurement practices according to the Acted logistics manual and adapted to the context of Ukraine.
2. (S)he will coordinate the main priorities with the procurement team to ensure that the activities are carried out on time and according to the agreed processes.
3. (S)he will identify key strategic contracts to establish and develop the tools and SOPs corresponding to those contracts.
4. (s)he will take the lead with supplier negotiation to resolve disputes where appropriate, as well as collaborating with Acted legal consultants where required.

Procurement (Support):

Context : Kyiv logistics team includes 6 staff related to support. This includes both basic day-to-day procurement for the office, guest houses and fleet, as well as long term contracts such as insurance and telecommunications. The office in Kyiv has approximately 200 staff alongside up to 15 rented appartments. The support team is also responsible for the fleet contracting and travel/transport within Ukraine, which includes a fleet of between 30-60 vehicles (both rented and owned) as well as up to 500 train journeys per month.

1. The DCLM will work alongside the support-logistics team to ensure a smooth day-to-day running of the office, ensuring that all staff have adequate assets, consumables and transportation to work without obstruction.
2. (S)he will support the logistics team in the selection and renting of premises, as well as the follow up of all bills and expenses in relation to their use.
3. (S)he will support the logistics team in establishing long term contracts for insurance and telecommunications, as well as reviewing all associated reports about their utilization.
4. (S)he will support the logistics team in the procurement of assets and software that can support their functions, as well as training.

Supply Chain

Context – Acted Ukraine maintains a supplier database containing all information related to suppliers of goods/services. 

1. The DCLM will work alongside the CLM in reviewing the data quality within the database and carrying out periodic analysis of key procurement categories.
2. (S)he will support in carrying out market surveys to ensure competitiveness within major spending categories.
3. (S)he will use open data tools (such as YouControl) to constantly monitor the performance and status of key suppliers, and make recommendations based on that.
4. (S)he will carry out periodic supplier registration campaigns and meet with suppliers in key categories to ensure that Acted Ukraine is reaching the best suppliers on the market for procurement of key goods or services.

Delivery Management:

1. The Deputy CLM will develop (in collaboration with CLM) a delivery follow up for all supplies/equipment delivered by ACTED Ukraine.
2. (S)he will carry out training in the areas and ensure that accurate reports are developed and submitted each month.
3. (S)he will integrate the Delivery Management tools with Carbon Footprint report to improve the accuracy of carbon footprint reporting
   
   Stock Management
4. The Deputy CLM will work in collaboration with Area Logistics to ensure that warehouses are fit for purpose, and launch procurement for operational improvements where required.
5. (S)he will plan procurements with Emergency Response teams based on stock levels and forecasting, to ensure that there is adequate stock balances and warehouse space.
6. (S)he will review Stock Reports in all areas and provide periodic stock checks to ensure veracity of the reports

Fleet Management

1. The Deputy CLM will work in collaboration with the support-logistics team, as well as the area logistics managers to ensure that there area adequate number of vehicles and drivers in each area.
2. (S)he will ensure that all vehicles are adequately stocked with contingency items and visibility for their area of operation, as well as having up to date registration and insurance.
3. (S)he will support in periodic market monitoring to ensure that adequate compensation is made for all drivers within the Acted fleet.

Donor Reporting

1. The Deputy CLM will work in collaboration with both procurement and support divisions to complete reports for Acted on our implementation. This may include submitting reports about Acted assets (in collaboration with the ITC team) as well as audits of procurement.
2. (S)he will need to support teams across Ukraine with the submission and archiving of the various monthly reports across procurement, stock, asset and transportation using the Acted templates.

Skills and Experience

• MUST have strong procurement fundamentals, and a firm understanding of the legislative context within Ukraine (particularly with Prozorro and contract laws)
• MUST have management experience within an INGO
• MUST have at least a basic understanding of the different donor regulations (particularly American and European donors)
• MUST be adaptive and flexible, and willing to travel to each area of implementation for Acted Ukraine.
• MUST be a strong communicator and able to lead trainings with staff with differing levels of technical experience.
• MUST have fluent levels of English, as well as high level of proficiency with Microsoft Office (Excel/Word)
• MUST be comfortable working with a diverse team from different backgrounds and ages.

Ми пропонуємо

• Офіційне працевлаштування;
• Регулярний перегляд зарплат;
• 28 календарних днів відпустки на рік;
• Дружня мультикультурна команда;
• Комфортний офіс у центральній частині міста;
• Кар'єрний ріст;
• Медичне страхування після випробувального терміну (3 місяці).

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