Supply Chain Assistant / Асистент з логістики (зі знанням англ. мови)

Project HOPE is an international NGO of more than 900 engaged employees and hundreds of volunteers who work in more than 25 countries, responding to the world’s most pressing global health challenges. Throughout our 60-year legacy, Project HOPE has treated millions of patients and provided more than $3 billion worth of medicines to local health care organizations around the world. We have helped build hundreds of health programs from the ground up and responded to humanitarian crises worldwide.

Code of conduct

It is our shared responsibility and obligation to treat each other with respect, take affirmative steps to prevent matters involving Sexual Exploitation & Abuse and Trafficking in Persons, and disclose all potential and actual violations of our Code of Conduct, which may include Conflicts of Interest, Fraud, Corruption, Discrimination or Harassment. Together we can reinforce a culture of respect, integrity, accountability, and transparency.

Position Purpose

Supply Chain Assistant provides support to the program by undertaking technical and practical operational tasks to ensure smooth, safe and efficient operation of supply chain activities in accordance with the Operations Handbookand Program Manual with adherence to the donor guidelines.

Responsibilities:

1. Procurement. Coordinate with Logistcs Manager, Specialist and the team to make sure:

• To make sure trackers and make sure they are updated on regular bases.
• PRs and POs are processed within the timeline and clear none-processed ones.
• Project HOPE procrement handbook is followed and in place.
• Archiving system, both soft copies and hard copies of documents as per procedure.
• Support field based with preparing their RFQs relevant documents, as well as TOC (tender), reports for procurement & tender committee review.
• Participate in the evaluation of bids and proposals and make sure the bids evaluation report, technical evaluation, minutes of negotiations and negotiated contract in the selection of consultants contain all the facts and information required to justify the recommendations made in the report.
• Participate in the joint verification of procured goods, services and works and to ascertain the conformity of the item to Technical Specifications and Quantities.
• Constantly search the market for new suppliers that may provide better serviceor value for money for Project HOPE.
• Ensure the non-winning suppliers receive notification from Project HOPE about the status of their bids

2. Warehousing. Coordinate with Logistics Manager and the team to make sure:

• Assist with warehouse management tasks when required including ensuring warehouse documentation is maintained in accordance with Project HOPE policies, overseeing deliveries to and dispatches from Project HOPE warehouses and checking stocks levels.
• Follow up with relevant Storekeepers to get updated weekly and monthly stock reports.
• Initiate sporadic physical stock counts in collaboration with program staff.
• Ensure quality of goods received are in alignment with specifications in purchase request in collaboration with relevant technical program staff.
• Archiving of Warehouse documents both hard copies and soft copies.
• Explain and discrepancies of stock reports to management and archive it.
• Dispose of items as per Project HOPE procedure and government regulations.

3. Assets/Inventory. Coordinate with Logistics Manager and the team to make sure:

• All Assets and General Program Equipment are received, registered, tagged, and updated as per Project HOPE procedure.
• Inventory check on Assets and GPEs as per Project HOPE procure monthly, bi annually, and annually.
• Follow up with HR and IT to issue assets and GPEs to new staff arrival.
• Follow up with HR and IT to receive issues assets to all staff leaving the mission.
• Work closely with Logistics Manager, relevant logistics staff to make sure Assets and GPEs inventory database are updated accordingly to Project HOPE operational handbook.
• Archive of Assets and GPE documents both hard copies and soft copies.
• Dispose and transfer of Assets, GPEs as per Project HOPE procedure and government regulations.

4. Fleet. With Coordination with Supply Chain Manager and Fleet team to make sure fleet system is in place, and:

• Project HOPE Fleet Operational Handbook is in place, explained and followed Project HOPE vehicles are registered, tagged, tracked, and maintained.
• Project HOPE generators are registered, tagged, tracked, and maintained.
• Follow up on fuel consumption reports and make sure they are within the acceptable frame.
• Place contract for vehicle agreement whenever required.

5. Facilities Follow up and make sure facilities requests are processed:

• Receive Maintenance Facilitates requests from staff at both office and guest houses and make sure they are followed, maintained on timely manner with Facilities officer.
• Track all requests.
• Study and analyze all requests and advise management on best way forward.
• Track all expenses on facilities.

Educational background: Bachelor’s degree.

Language Skills: Ukrainian — fluent. English — minimum Upper-intermediate.