Logistics Manager

INTERSOS Ukraine is a subdivision of the international humanitarian organization INTERSOS.

We provide support to victims of emergencies, armed conflicts and natural disasters with particular attention to the most vulnerable categories: children, women, elderly people, displaces persons, who were forced to flee their homes and moved to safer places and also to those who cannot leave the dangerous regions and are under constant threat.

INTERSOS emergency teams are in Odesa, Dnipro, Kharkiv, Mykolaiv and Kherson.

We are opening a vacancy of the Logistics Manager

Location: Odesa office with regular visits to Dnipro

Duration of the Contract: till the end of year with possibility for extension.

Main Purpose:

Plan, implement, manage, support and monitor all logistics related activities in the project or capital according to INTERSOS protocols and standards in order to ensure an optimal running of the logistics activities.

In the absence of the Country Logistics & Supply Coordinator (CLSC) the Logistics Manager (LM) assumes provisionally the logistic part of the CLSC’s responsibilities and tasks.

Reporting to:

Hierarchical: Country Logistics and Supply Coordinator (Head of Mission if Logistics Coordinator is not present)

Functional: Regional Logistics Coordinator if CLSC is not present

Tasks:

Management and support

• Assist the and CLSC in the definition and follow-up of logistics activities in the projects or capital, in order to identify and give a response to the needs of the targeted population.
• Ensure technical reference for all logistics/technical issues in the projects and provide coaching to logistics staff under his/her responsibility.

Participate in monthly reports according to guidelines.

Ensure and monitor the implementation of logistics/technical activities in the project/capital including the following:

• logistics: (construction, transport of goods and staff, communications, water and sanitation, vehicles, generators, fuel and engines, equipment/installation and infrastructures, communications, installation and maintenance of functional office spaces, coordinate the transit and lodging facilities for international staffs in adequate living conditions)

WHS: implementation of water, health and sanitation activities

Logistics Information Management

• Ensure that data reported in INTERSOS Logistics software by the Base Logistics Officers (INTERSOS Management Platform — IMP) is correctly used and accurate. Provide training to mission staff if required and support the implementation of INTERSOS Logistics software in missions. Compile this information and share with CLSC.

Supply-Chain and Procurement Management

• Comply and Implement of supply procedures for the projects in collaboration with the Supply team and support on administrative related tasks.
• In the absence of the Country Supply Manager the CLSM has responsibility over the supply activities described on the CSM JD.

Transportation Management

• Ensure that INTERSOS Fleet Management model, movement security protocols and Brand Identity Manual is applied in all bases — fleet is checked, regularly maintained and that vehicles are insured and taxes are paid.
• Coordinate and follow up of international transit for our staff and also the movements among the bases with support from the logistic officers.
• Follow-up on proper monitoring of fuel consumption and use of vehicle log-book, maintenance log, oil log and other fleet formats and templates by field logistics staff. Ensure that proper documentation of vehicles (i.e. lease, insurance, mechanical inspection, etc.) is properly handled by logistics staffs
• Support the Country Supply Manager by providing solutions for the movement of goods in the mission.

Facilities and Communications Management

• Support the Base Logistics Officer in the installation and maintenance of functional office space (s) and guesthouses facilities in an adequate living condition and in accordance with INTERSOS minimum standards and brand identity manual. Ensure the application of defined safety and security measures and make inspection visits to assess the rehabilitation needs of facilities.
• Support the Base Logistics Office in ensuring that facilities have an appropriate IT and Communications infrastructure and equipment to sustain INTERSOS software platforms and in line with policies and procedures — allowing permanent communication between capital, projects, bases and HQ and proper management of the bases. Guarantees that all staff in the mission have proper training on how to use communications equipment available (e.g. satellite phones, HF/VHF radios, computers, etc.).

Assets Management

• Support on the purchase, use and maintenance of IT assets, office and project equipment and communication tools, while ensuring that all base assets registered in IMP are documented, issued with unique INTERSOS asset numbers, tagged and logged according to asset management policies and procedures.
• Support the CLSC on reporting asset list at the end of project and oversee asset rollover according to defined destination with the Programs Department.
• Oversee regular fixed assets check on a quarterly basis

Human Resources Management

• Participate in the planning and implementation, together with the Logistics Coordinator, the Project Manager and the HR Coordinator, the HR associated processes (recruitment, training, briefing/debriefing, evaluation, detection of potential, development and communication) of the logistics staff in the project/capital in order to ensure both the sizing and the amount of knowledge required to correctly perform all logistics activities

Applied Security

• Define and monitor technical aspects of the project risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the security policy and guidelines, evacuation plan and contingency plan, monitoring day-to day the application of security rules and reporting to the CLSC and Head of Mission any problem that may arise. For this purpose, the Logistics Manager has to create an appropriate environment to facilitate security exchange of information

General

• Perform any other task, specific to his area of specialty, according to the line manager.
• In absence of the Logistics Coordinator might assume temporarily some Logistic tasks to fill the gap.

Requirements:

• Essential secondary education and technical diploma or technical university degree, preferably as an engineer
• Essential working experience of at least two years in logistics related activities
• Desirable previous experience with logistics departments in NGOs, and working experience in developing countries
• Good technical background to deal with Generators, Fleet management, Facility Management, Operational movements plan and implementation for international staff in transit, IT setup, Fuel control and Assets management.
• Essential computer literacy (word, excel and internet)
• Planning and organisational skills and ability to meet deadlines
• Initiative and service orientation // Leadership, people management and development
• Planning and organisational skills
• Teamwork and communication skills
• Negotiation and networking skills // High integrity and transparency
• Commitment to INTERSOS principles

Languages:

• Fluent English

Personal Requirements:

• Strong motivation and adherence to the humanitarian principles and the mission of INTERSOS
• Availability to travel on national territory
• Flexibility in working hours, weekends/holidays when required by the situation/ context
• Strong attitude for teamwork and collaboration within a complex organization.
• Ability to adapt to unexpected events.

INTERSOS is committed to building a diverse workforce by promoting diversity in the Organization, which will bring wealth and represent the organization in its differences; candidates must be treated equally when it comes to the selection process, criteria and inclusion.

!!! To participate in the selection process please send your CV in English (preferably) and fill in the form here: INTERSOS Application