Support 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. Launch all procurement related to support costs for Kyiv, including long term contracting for the country as a whole.
2. Negotiate Rental contracts for all offices and residential apartments within Kyiv
3. Support the Fleet department in the contracting and follow up of vehicles within Ukraine
4. Manage the IT department including the follow up of all mission assets
5. Provide advice to area logistics managers for issues related to support costs.
6. Ensure timely and accurate reporting of all follow-up tools to support Donor Reporting.

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 apartments. 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 SLM 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 establishing long term contracts for insurance and telecommunications, as well as reviewing all associated reports about their utilization.
3. (S)he will support the logistics team in the procurement of assets and software that can support their functions, as well as training.

Premises Management:

1. The SLM will be responsible for the managing of the premises within Ukraine through the support logistics team.
2. (S)he will ensure that all rental contracts are established in line with Ukrainian law, and carry out key negotiations with landlords.
3. (S)he will ensure a detailed follow up of all furniture and assets within each premise is up to date.
   
   Stock Management
   
   1. The SLM will be responsible for office stocks&stock as well as the off-site archive and warehouse.
   2. (S)he will plan procurements for supplies based on stock levels and forecasting, to ensure that there is adequate stock balances and warehouse space.
      1. (S)he will review Stock Reports in all areas and provide periodic stock checks to ensure veracity of the reports
         
         Fleet Management
         
         1.  The SLM 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.
   3. (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.
   4. (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 SLM 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, responsible for teams of at least 5 people with distinct functions
• 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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“ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH). Please note that any candidate offered a job will sign the Code of Conduct, and related policies, as part of their work contract. Misconduct can lead to dismissal.”