Senior Logistics Officer

Assignment

The IMPACT Ukraine mission, present in country since 2015, is shifting its focus and programmatic activities from the Donbas area to the whole of Ukraine. 

Under the supervision of the Operations Manager, the IMPACT Senior Logistics Officer is responsible for overseeing and managing various aspects of logistics operations within the mission: all procurement processes, maintaining an overview of office stock and supplies, facilitate all movement of staff and field activities for IMPACT teams including accommodation and transportation, in close collaboration with the ACTED Logistics and Security departments, management of expenses documentation, collaboration with the Finance Officer and ACTED Finance department to ensure expenses are properly tracked, documented and submitted timely. The individual at this position will play a crucial role in ensuring efficient procurement, supply chain management, stock control, delivery, asset management, IT, reporting and providing logistics support for program implementation.  

The IMPACT Senior Logistics Officer will directly line-manage and maintain close working relations with the IMPACT Operations Officer. 

Chain of Command 

Under the authority of: 

IMPACT Country Representative

IMPACT Operations Manager

ACTED Senior Logistics Manager

Working Relations

ACTED HR/Admin Manager 

ACTED Country Finance, Logistics staff 

IMPACT HR Officer

IMPACT Senior Finance Officer

IMPACT Finance Assistant

IMPACT Operations Officer

FUNCTIONS 

1. Procurement planning and supply chain management

• Undertake strategic procurement for Country Office and all Field Offices in line with ACTED procurement procedures, including tender processes under adapted conditions.
• Support Operations Officer to manage small procurement for day-to-day items and services
• Responsible for compliance with the procurement procedures;
• Develop and validate procurement plans for each IMPACT-led contract;
• AManage and coordinate all procurement and supply chain activities within the mission
• Enhance existing procedures to align with international best practices, donor requirements and audit findings;
• Facilitate information exchange with other departments to optimize service delivery and program success;
• Ensure overall compliance with procurement procedures
• Carry out training in logistics and procurement processes with new IMPACT staff

2.  Stock & assets management

• Responsible for keeping inventories in Country Office and all Field Offices
• Maintain accountability for all program inventories across the mission;
• Supervise in and out processes at mission storage facilities;
• Ensure up to date Ukraine Asset Register, including regularization of assets procured in country vs through IMPACT HQ
• Track the telephone numbers of all IMPACT staff including enumerators.
• Identify gaps in stock and resolve any issues with assets in collaboration with the ACTED IT department.

3.Transport and delivery 

• Undertake transport bookings for IMPACT staff in line with ACTED Procedures;
• Undertake hotel bookings for IMPACT activities
• Coordinate deliveries to the Country and Field Offices;
• Coordinate travel of IMPACT staff inside Ukraine;
• Accountable for the compliance with delivery procedures.
• Accountable for compliance with ACTED security and coordination procedures. 

            4. Administration

• Accountable for submission of all preparing administrative documents requested field level;
• Ensure that all Admin FLAT procedures are implemented following up regularly with staff in the field. 
• Follow up regularly with IMPACT and ACTED Finance departments to ensure payments are made timely. 
• Establish and maintain the external contacts database.

5. Documentation management

• Prepare, store, and update any external agreements for the IMPACT mission, including at Country Office and Field Office level. 
• Ensure all relevant documentation (receipts, acts of acceptance, signed agreements, etc.) is sent and received as required.
• Follow up regularly with IMPACT and ACTED field staff to ensure relevant documentation is submitted timely.

6. Filing and Reporting

• Physical and electronic filing (scanning) of Administration and Logistics documentation in line with IMPACT and ACTED procedures.
• Contribute to monthly Logistics internal reporting

7. Assets and property management

• Safeguard and optimize the use of all IMPACT/REACH assets and property within the mission;
• Supervise maintenance and repairs of these resources;
• Ensure overall compliance with assets, property and premises management procedures

8. Office management

• Oversee the overall functionality of IMPACT/REACH offices

9. Program implementation support

• Provide continuous logistics support and backstopping to the program teams during project implementation
• Coordinate all deliverables through contractors on strategic contracts including but not restricted to data collection, dissemination campaigns and soil/water analysis
• Address logistics-related issues affecting the project management cycle to ensure quality and timely implementation of IMPACT/REACH projects in Ukraine.

10. Any other tasks assigned by line manager

REQUIREMENTS:

Experience

• Minimum of 5 years of progressive experience in logistics, procurement, and supply chain management, preferably in the humanitarian or development sector;
• Experience in a senior logistics or management role is highly desirable;
• Proven track record of successful logistics and supply chain management in complex and fast-paced environments;
• Experience in managing logistics operations, including procurement, stock management, asset control, fleet management, and IT/telecommunications.

TECHNICAL SKILLS

• Bachelor’s degree in Logistics, Supply Chain Management, Business Administration, or a related field. A Master’s degree or professional certifications in logistics/supply chain management is a plus;
• Strong knowledge of logistics and supply chain management principles, including procurement planning, inventory control, and transportation management;
• Proficiency in using relevant software and systems for logistics management;
• Familiarity with relevant logistics and procurement databases and tools;
• Understanding of compliance and adherence to donor procurement and logistics guidelines;
• Knowledge of Ukrainian Law and other relevant regulations;
• Excellent computer skills especially in Microsoft Excel, Word, and Outlook.

SOFT SKILLS

• Teamwork and working in a multicultural environment;
• Strong analytical and problem-solving skills;
• Excellent interpersonal skills;
• Ability to lead and manage a diverse team effectively;
• High level of integrity and confidentiality;
• Strong attention to details;
• Prior knowledge of the region;
• Excellent English speaking and writing skills;
• Excellent Ukrainian communication skills;
• Exceptional organizational and time-management skills;
• Flexibility. 

Additional requirements: Commitment to humanitarian principles and understanding of humanitarian operations. 

How to apply:

Applications only in English should be submitted with the title or reference of the position (CV without mentioned position will not be considered). Only short-listed candidates will be contacted for an interview. ACTED is an equal opportunity employer.

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