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.

GEOGRAPHICAL SCOPE OF INTERVENTION:

The Logistics Officer position will be based in Dnipro however this position may require travel and support to other MdM offices and/or field locations as may be needed from time to time.  
The incumbent might be required to perform activities related to the provision of humanitarian aid to non-Government Control area; therefore, the incumbent must have a neutral and impartial background which would allow him/her to support from his/her duty station (Dnipro) the shipping of humanitarian aid to NGCA areas. The support will not require in any case any movement to NGCA.

ORGANIZATION CHART

Direct supervision by Logistics Coordinator and his technical supervision. 

JOB SUMMARY

The Logistics Officer will be 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 response, transportation, security management.

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

Planning

Procurement Planning Draft and Follow up and 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.

Procurement

• Conducts and supervise 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 support in drafting and collecting of QR/MRs or prepare when requires, follow up with HQ for validation (when directed by Logistics Coordinator).
• Follow up the timely issuance of PO/Contracts or timely dissemination.
• Make sure information is updated in contract and purchase trackers right after the approvals 
• Share information for Compliance Check for all new suppliers (Screening) related with non-medical categories.
• Follow up rehabilitation work at project facilities` locations and make sure work is done as per the BoQ
• Contribute/assist to development of procurement plan or as instructed by Logistics Coordinator.
• Follow 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 will be responsible for Fleet Management and will be tasked with facilitating and coordinating smooth movement, maintenance, and planning of all vehicles and generators operated by MdM. 
• Under fleet management, logistics officer will be responsible for Transport Planning, Drivers management, reporting, fleet maintenance and records keeping. 
• Ensure the monitoring and maintaining all safety rules and regulations related to the fuelling of vehicles and report all violations to the Logistics Manager and Logistic Coordinator.
• Ensure the management of Fleet and fuel supply through maintaining accurate inspection records.
• Ensure that vehicles are in good working order by inspecting/testing the vehicles and arranging/recording servicing and repair.
• Provide the management of drivers. 
• Coordinate vehicle & staff movements, manage the fleet and ensure the delivery of timely, effective and accountable logistics support to MdM team in carrying out programmatic activities.
• Provide support with arrangements for duty travels, including travel authorizations, flight and hotel reservations.

Stock management

• Ensure that all goods are stored and packed safely and securely.
• Ensure that the physical organization of items within warehouses is logical, optimizing space and preserving accessibility of items
• Check the accuracy and filing of all storage documents.
• Check the registration of each item going in and out in the respect of MdM procedures.
• Ensure physical inventories are done on a regular basis.
• Perform regular random checks across the various documents (MRs, invoices, stock cards, delivery notes, physical inventory reports)
• Ensure that the warehouse is in optimal conditions (cleaning and maintenance).
• Review and update the Stock Report and coordinate with the programs regarding expiry dates and timely disposal and distribution plans.
• Preparation and send the monthly Stock Report to the Logistics Coordinator, Programme Coordinator/Manager(s), Field Coordinators and relevant staff and respect the deadlines.
• Make sure 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. 
• Report all discrepancies to Logistics Manager/Logistics Coordinator upon reception of cargo, report all theft/missing/damaged items immediately. 
• Coordinate with transportation company, UN agency, logistics cluster for the upcoming convoys inside GCA and to NGCA

Comprehensive Assets and Inventory management

• Maintaining 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.
• Support the field project staff to manage assets in an accountable way.
• Coach the team/staff on how to dispose obsolete assets and equipment
• Support teams to complete filing of assets and asset tagging 
• Conduct physical count on regular basis and annually as per MdM standards.
• Keep 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)
• Share the accurate asset records/information on end of each project so MdM can report well in time. 
• Generate monthly asset reports or as requested by Logistics Coordinator, share monthly reports by end of each month.

Facility Management

• Ensure the office maintenance, printing, scanning and photocopying of documents, logistics and hospitality arrangements in connection with meetings and other events.
• Provide support in the running of the Guest House(s) - GH. This includes but not limited to dealing with the cleaner in ensuring the places are kept cleaned, GH are supply with toilet consumables and cleaning suppliers, electrical appliances, etc.
• Provide support in the daily running of the office through the engagement with contractors, vendors, suppliers, etc and in close collaboration with the LogManager/Logistics Coordinator

Other

• Support the Logistics Coordinator in the effective coordination and communication with local communities and other stakeholders.
• Collect, analyse the information and convey information about the local political and security situation as well as context changes.
• Participate in the organization of security and access meetings every time it is necessary/requested 
• Coordinate with other logistics staff for inter-base movements, coordinate with program teams and for regular movements and make sure weekly movement plans are done and shared with CIMIC
• Support 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.
• Lead and provide other MdM units with supporting programmatic activities in its organization and development of activities.
• Provide assistance to the office staff, international staff, visiting experts and consultants with respect to visa support, customs formalities, accommodation and transportation (air and ground as applicable).
• Any other duties as directed by the Log 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.

HIERARCHICAL & FUNCTIONAL LINKS Hierarchical link: Logistics Coordinator, Technical link:Logistics Coordinator 

 REQUIRED QUALIFICATIONS & EXPERIENCE:

 Academic background: 

• Technical education or Bachelor’s degree in Supply Chain, Logistics or equivalent in relevant field
• Knowledgeable in Microsoft Outlook, Word and Excel, PowerPoint, Teams

 Language requirements: 

• English: advanced level (written and oral) in order to maintain frequent correspondence with both local and international staff as well as external partners & authorities.
• Ukrainian and Russian

EXPERIENCE:

The successful candidate must have:

• 2-3 years of experience in logistics (transportation and procurement), working within the commercial, charity/NGO/not for profit, public sector, security or a related field e.g. procurement, Humanitarian Supply Chain (e.g. ICT, mechanics, construction, transport, Water, Sanitation and Hygiene (WASH), Health & Nutrition, Education, Protection) etc.
• Experience of providing a customer service.

COMPETENCE PROFILE: 

• 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.
• Ability to listen and share decisions.
• Team player and good sense of humor. 
• Alignment with principles and ethics of MdM and humanitarian sector.

AVAILABILITY

Job start date: ASAP

Type of Contract: Fixed term contract

SALARY

Medicos del Mundo’s salary scale

Please note:  

Every application unanswered within 15 days after the job application submission deadline must be considered as not selected for shortlisting.