Logistic Officer

[ENG]

CONTEXT

Three MdM (Doctors of the World) chapters are directly implementing activities in Ukraine: 

• MdM Spain has the lead for global MdM response in the country and covers Kyiv and surroundings, Donbass, Kharkiv, Zaporidja
• MdM Germany covers Dnipro and Vinitsia
• MdM France covers the Southern part, Odessa, Mykolaiv, Kherson

In South region, MdM-F supports and searchs for new perspectives of cooperation among other NGOs as well as among humanitarian, civil society, medical and local authorities. Main focus is the support in restoring access to medical services and Mental Health and Psychosocial Services (MHPSS) for populations affected by the conflict. The component of sexual and reproductive health, as well as Gender Based Violence is part of this project. MdM-F also collaborates with local organization, dedicated to population acknowledgement with LGBTQI+, sexual awareness topics. 

MAIN TASKS:

Support the logistics department on supply and purchase procedure and operational activity. 

To research, negotiate, select products and suppliers according to technical, economic, quality and deadline specifications. 

To define and monitor contracts for purchasing related supplies, products and services. 

To ensure missions are supplied through to final delivery according to the needs identified by the requesting services (French and international missions, headquarters) by applying negotiated agreements, or by seeking the optimum supplier in terms of price, quality and service, in accordance with established procedures.

Carry out the daily follow-up of cases in terms of implementation and administrative management.

WORKING RELATIONSHIPS:

Hierarchical Link:        Logistics manager

Functional Link:          Admin team 

Other:                         Coordination team, medical team, field team

ROLES:

1. Local Purchase & Supply function 

• To ensure the supply for the project and coordination.
• Extend support and when required play an active role in national procurement of items based on authorized requisitions in a transparent and timely manner.
• Responsible for the correct application and execution of MDM internal procurement procedures
• Supervise the quality of the products and services provided, timeframes and the competitiveness of prices.
• Responsible for the administrative supervision of internal purchase requests; ensure that all documents relating to purchase requests are correctly filed and archived (soft and hard copy).
• To ensure the safe record keeping of logistics files for an easy retrieval for potential internal or external audits.
• Generates and prepares QR (Quotation Requests), MR (Mission Requests), EG (Evaluation Grids), PO (Purchase Orders), and Purchase/Service/Works contracts.
• Check that the purchase requests (MRs) have all necessary information for processing and submit the requests to the relevant coordinators for validation.
• Support the Logistic Assistant to carry out local market assessments to maintain an updated record of Price List and vendor`s profiles.
• Support the Log team in the translation of receipts written from Ukrainian into English.

2. Purchasing

• Participate to the local purchasing of goods for the Coordination management, upon instruction and under the supervision of MDM Procurement procedures.
• Purchase goods ensuring the optimum price/quality ratio on the market.
• Collecting quotations and checking prices for purchase of goods and services.
• Ensure that the suppliers fill in all receipts for local purchases correctly.
• Support the Log team in the translation of receipts written from Ukrainian into English.
• Ensure the delivery of all purchased items, collects the proof of delivery and proceeds to the validation of the invoices by the administrative team.
• Keeping and updating all logistic filing system (hard and soft version).

3. Stock

• Regularly check inventory levels (physical counts).
• When an order is received: check the number of packages, check packaging and content and inform the Log Coordinator of any problems.
• After receipt, immediately update the stock cards, recording the reference number of the receipt document.
• Ensure that all items are well organized and correctly stored, well protected, fully identified and easily accessible.

4. Guest Houses and Offices

• Ensure the maintenance and well-functioning of the equipment and IT in the whole office & Guest Houses.
• Support the Log Coordinator in the rent payments, utilities and facilities management in office and guesthouses.
• Follow up the repairs when needed: contact the repairers and buy material needed.

5. Other Duties

• Participate in internal work meetings and inform MDM team on log issues.
• Report any security related issues to the Log Coordinator.
• Assist the Log Manager in reporting requested by Logistic Coordinator.
• Supporting operational organization of field trips and MDM programs.
• Maintaining full confidentiality for all work-related information.
• To perform any additional duties on instruction given by the Logistic coordinator.

 6. Archiving  

• Follow the archiving process.
• Make sure that every document is available at any time.

7. Reporting

• Assist the Logistics manager in producing regular, timely and accurate narrative and logistical reports.
• Provide line-manager with a handover report at the end of contract.

The list of tasks is not intended to be exhaustive and other tasks may be requested by the line supervisor. In addition, a certain degree of flexibility and adaptability is expected from the collaborator according to the potential evolution of the mission's constraints.

CONDITIONS OF THE JOB:

Position based in Mykolaiv, with visits on the field.

SKILLS REQUIRED:

• Training & Experience

1. Similar experience or a minimum of 2 years in a national or international NGO or private sector. 

• Skills

1. Specific technical skills according to the supply management;
2. Negotiate with suppliers;
3. Know and apply rules relating to Logistic field of activity;
4. Adapt communication to the audience;
5. Work in a team;
6.  Write professional reports, collect and analyze data, organize, classify and communicate information;
7. Ability to use Excel and the Microsoft Office Pack;
8.  Identify, analyze and summarize important information to be reported and information in the relevant area;        
9. Organize and prioritize activities;
10. Master the language of the coordination (French, English or Spanish);
11. Good knowledge of Mykolaiv market;
12. Autonomous;
13. Communicate MdM values and positions ;

• Languages

1. Fluency in spoken/written Ukrainian/Russian;
2. Basic English

• Soft Skills 

1. Autonomous;
2. Good teamwork skills, good interpersonal skills;
3. Sense of initiative and confidentiality;
4. Rigor and organizational skills;
5. Negotiation skills (diplomacy);
6. Ability to analyze, conceptualize and plan;
7. Good writing and communication skills;
8. Stress management.

EMPLOYMENT CONDITIONS:

• Contract Type: Fixed term contract;
• Duration: 6 months (possibility for extension);
• Starting date: as soon as possible;
• Job Schedule: Full time;
• Location: Mykolaiv;
• Employment: Logistic Officer - category 5.