Logistic officer

Medicos del Mundo (MdM) is an independent international movement of active campaigners, who provide care, bear witness, and support social change. MdM campaigns for a world without any barriers to healthcare, a world in which health is recognized as a fundamental right.  Medicos del Mundo is the Spanish division of the international MdM Network implementing emergency response and development programmes in Ukraine.  MdM Mission in Ukraine was established following the emergency assessment conducted in April 2015 and focused on changes in the availability of and access to healthcare, particularly for the most vulnerable groups of the population, including the elderly and people with chronic diseases.  One of the main goals of MdM is ensuring and extending the access of the Ukrainian population to timely and quality primary healthcare (PHC), Sexual and Reproductive Health (SRH) and Mental Health and Psychosocial Support (MHPSS) services, and Gender Based Violence (GBV) prevention. In Chernihiv, Chernivtsi, Kharkiv, Kyiv and Zaporizhzhia Oblasts MdM is targeting the most vulnerable communities through the mobile outreach unit approach, covering locations that have been affected by the hostilities or hosting large numbers of Internally Displaced People in the situation when the health system has been severely disrupted and overloaded during the war.

 General objective of the position:    

Supervise, plan and monitor the daily logistics and supply activities, provide support to the team, maintenance to the MDM equipment, assets, facilities and infrastructures, according to MDM standards and protocols, in order to facilitate the efficient running of MDM activities. 

 The Logistics Officer is responsible for Routine Procurements, storage, asset and disbursement of materials, equipment and goods, as well as fleet management of rented/owned vehicles needed for the daily activities and response. He/she is responsible for transportation management and acts as Security Focal Point.

 Logistic activities - as described below - are carried out in line with MdM’s and/or donors’ rules and regulations. 

 Planning

• Plans the Procurement activities based on the Base needs, follows up with its implementation. Provides necessary information such as risks, delivery time etc.
• Provide inputs in Logistic Department Strategy Drafting and follow up. Responsible for providing information about non-medical expenses such as transportation, warehouse rent, office rent, fleet, loading/unloading charges etc., in BFU and monthly forecast.
• Together with the Medical team and Fieldco, elaborates distribution plans and ensures their logistical implementation

 Procurement

• Conducts and supervises the procurement of office food items, office supplies, IT, communication and visibility items. Procures all equipment and materials for the office and operational needs.
• Upon request, supports in drafting and collecting of QR/MRs or prepares when required, follows up with Coordination team validation.
• Follows up the timely issuance of PO/Contracts or timely dissemination.
• Ensures information is updated in contract and purchase trackers right after the approvals 
• Shares information for Compliance Check for all new suppliers (Screening) related with non-medical categories.
• Supports the field Logistic team members in procurements, liaises with Dnipro Support Base team for supply and cargo flow
• Follows up rehabilitation work at project facilities` locations and makes sure work is done as per the BoQ
• Contributes/assists to development of procurement plan or as instructed by Logistics Coordinator/Deputy Logistics Coordinator.
• Follows up with suppliers e.g., delivery schedules of goods and other procurement related concerns including final delivery point off-loading needs
• Coordinates and deals with suppliers and transport companies for the procurement and transportation of equipment and goods for the program. 

 Fleet Management

• The Logistics Officer is responsible for Fleet Management and is facilitating and coordinating smooth movement, maintenance, and planning of all vehicles and generators operated by MdM. 
• Under fleet management, Logistics Officer is responsible for Transport Planning, Drivers management, reporting, fleet maintenance and records keeping. 
• Ensures the monitoring and maintaining all safety rules and regulations related to safe driving and the fuelling of vehicles and report all violations to the Logistic Coordinator.
• Ensures the management of Fleet and fuel supply through maintaining accurate inspection records.
• Ensures that vehicles are in good working order by inspecting/testing the vehicles and arranging/recording servicing and repair.
• Is responsible for the management of drivers. 
• Coordinates vehicle & staff movements, manages the fleet and ensures the delivery of timely, effective and accountable logistics support to MdM team in carrying out programmatic activities.

Stock management

• Ensures that all goods are stored and packed safely and securely.
• Ensures that the physical organization of items within warehouses is logical, optimizing space and preserving accessibility of items
• Checks the accuracy and filing of all storage documents.
• Checks the registration of each item going in and out in the respect of MdM procedures.
• Ensures physical inventories are done on a regular basis.
• Performs regular random checks across the various documents (MRs, invoices, stock cards, delivery notes, physical inventory reports)
• Ensures that the warehouse is in optimal conditions (cleaning and maintenance).
• Reviews and updates the Stock Report and coordinate with the programs regarding expiry dates and timely disposal and distribution plans.
• Prepares and sends the monthly Stock Report to the Logistics Coordinator/Deputy Logistics Coordinator, Programme Coordinator/Manager(s), Field Coordinators and relevant staff and respect the deadlines.
• Ensures warehouse stock is organized in sequential and logical manner, accessible easily, soft/digital records are maintained (online), Bin Cards, stock cards keep in archive once items have been dispatched. 
• Reports all discrepancies to FieldCo/LogCo/DepLogCo upon reception of cargo, report all theft/missing/damaged items immediately. 
• Coordinates with transportation company, UN agency, logistics cluster for the upcoming convoys.

 Comprehensive Assets and Inventory management

• Maintains up-to-date control and usage of all assets including tracking donor, value, and location, managing of equipment issues, maintenance and soft installation, recording all asset movements and disposals.
• Supports the field staff to manage assets in an accountable way.
• Coaches the team/staff on how to dispose obsolete assets and equipment
• Supports teams to complete filing of assets and asset tagging 
• Conducts physical count on regular basis and annually as per MdM standards.
• Keeps all records of asset related documents such as (MR, PO/Contract, GRN, Invoice, Asset issuance forms, repair forms, asset transfer or disposal forms, donation forms/certificates etc)
• Shares the accurate asset records/information on end of each project so MdM can report well in time. 
• Generates monthly asset reports or as requested by Field Coordinator, Logistics Coordinator/Deputy Logistics Coordinator. Share monthly reports by end of each month.

 Facility Management

• Ensures the office IT and facility maintenance, printing, scanning and photocopying of documents, logistics and hospitality arrangements in connection with meetings and other events.
• Provides support in the running of the Guest House(s) - GH. 
• Provides support in the daily running of the office through the engagement with contractors, vendors, suppliers, etc and in close collaboration with the Logistics Coordinator/Deputy Logistics Coordinator. 

Other

• Supports the Field Coordinator, Logistics Coordinator/Deputy Logistics Coordinator in the effective coordination and communication with the team, as well as local communities and other stakeholders.
• Provides Briefing to new staff members, related to Logistics and Supply protocols
• Collects, analyses the information and convey information about the local political and security situation as well as context changes.
• Participates in the organization of security and access meetings every time it is necessary/requested 
• Coordinates with other logistics staff for inter-base movements, coordinates with program teams and for regular movements and makes sure weekly movement plans are done on time and accessible to all
• Supports partnering efforts and opportunities with the Local Government Units, other government line agencies and structures, NGOs, and other stakeholders through consultation, information sharing when necessary.
• Leads and provides other MdM units with supporting programmatic activities in its organization and development of activities.
• Any other duties as directed by the Field Coordinator in the management and coordination of logistics.
• This job description is not exhaustive and additional tasks in the remit of the role may be added/removed according to operational changes.

 Educational background

Technical education or Bachelor’s degree in Supply Chain, Logistics or equivalent in relevant field.

Professional experience

Desirable 2 years in a similar position (Log/Supply), preferably working with NGOs/INGOs

Technical experience

• Technical Humanitarian Logistics, supply chain, watsan, ICT
• Team management
• Security management
• Reporting 
• Experience in working and meeting with local authorities, partners, and staff in a tricky context
• Ability to have a global overview of a program (not only on purely logistics plan)
• Experience in donation/distribution management

Personal skills

• Resourceful and problem-solving oriented
• Ability to work quickly, under pressure, and with short deadlines.
• Ability to manage emergency situations and remain calm. 
• Necessity to manage priorities and to adapt them daily according to the context.
• Flexibility to adapt to changing requirements and environment. 
• Cultural sensitivity and ability to work in a multi-cultural environment.
• Communication skills: ability to listen and share decisions.
• Service oriented minded. 
• Alignment with principles and ethics of MdM and humanitarian sector

Humanitarian experience

Experience working with INGOs is highly desirable

Mobility

Kharkiv and Kharkiv Oblast

Language requirements

Ukrainian and Russian – Fluent

English – At least Intermediate level (written and oral) is desirable

Computer requirements

Good command in Microsoft Office Environment, networks

To apply:

• Send CV + cover letter;

We offer:

• Fixed term contract;
• Medicos del Mundo’s Salary charts - Starting Gross Salary for this role is UAH 62 706;
• Medical insurance.
• Full -time job
• Location: Kharkiv

 https://www.facebook.com/mdm.ua.no

 Please note:  Every application unanswered within 15 days after deadline must be considered as desestimated.