Logistics and Supply Coordinator - Ukraine

Coordinatore Programma-Emergenza

Descrizione

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

Terms of reference

Job Title: Logistics and Supply Coordinator

Code: SR-60-9930

Country: Ukraine

Duty station: Kiev, with frequent visits to other baseees locations (Odesa, Mykolaiv, Kherson, Kharkiv)

Starting date: 01/09/2025

Contract duration: 8 months

Reporting to: Head of Mission

Functional Supervisor: HQ Regional Logistics Coordinator

Supervision of: Logistics Manager and technical supervision of logistics and supply team

Type of Duty Station: Non-family duty station

General context of the project

The war in Ukraine, which started on the 24th of February 2022, shows no signs of abating, and continues to drive increasing humanitarian needs across the country. Access concerns and humanitarian needs are particularly high in eastern Kharkivska, Sumska oblasts and south Khersonska oblast where the conflict is intensifying and critical infrastructure damages prevent civilians from accessing basic services.

Today INTERSOS is present in Odeska, Mykolaivska, Khersonska and Kharkivska Oblasts with bases of operations and warehouses in Kharkiv, Kherson, Mykolaiv and Odesa, allowing a wide geographical coverage. Moreover, INTERSOS is currently implementing Health, Protection, and NFIs interventions, funded by OCHA, AICS, GFFO and ECHO encompassing several components: distribution of medicines to Regional Health Departments and shelters and equipment for clinics, Cash for Health, mobilisation of Protection mobile teams, establishment of community-based protection mechanisms, case management for CP/PWSN cases, psychosocial support (PSS), Protection Monitoring (PM), and distribution of material assistance to vulnerable individuals and households.

General purpose of the position

Define and implement all supply, logistics, and ICT strategies and support to the mission, ensuring the pertinence and coherence of logistics and supply systems, adequacy of the means provided, and compliance to INTERSOS standards, protocols, and procedures to foster the development of the mission and optimize the impact of the projects.

Work closely with program and administrative staff to ensure comprehensive reporting, support, and assistance to all INTERSOS activities.

Is responsible for the logistics management of IMP software and part of the mission Senior Management Team (SMT).

Main responsibilities and tasks:

Coordination and support

Participate actively in the definition and update of annual project planning and budgets, defining strategies and providing advice to the Head of Mission in the translation of the identified logistics, supply, and ICT needs into objectives, priorities, and resources needed for the mission

Is responsible for monitoring the implementation of logistics, supply, and ICT activities in the mission (construction and rehabilitation, stock and supply of non-medical and medical material, fleet management and transport, water and sanitation, vehicles and engines, equipment/installation and infrastructures, security rules (implementation and enforcement, ICT, assets, etc.)

Ensure compliance with INTERSOS standards, protocols, and procedures, across the mission and according to donor requirements including procurement. Report to the Head of Mission on the development of the ongoing programs and propose reorientation strategies when needed

Is responsible for ensuring technical reference and support for all logistics, supply, and ICT issues in the mission, providing coaching to logistics staff, and representing INTERSOS in meetings with authorities, other NGOs, and coordination networks for technical/logistics-related issues

Ensure the production of mission-level SOPs (if needed) for the Logistics needs

Logistics Information Management

Provide monthly reporting to the Head of Mission Regional Logistics and Supply Coordinator (through IMP) and related people on projects/mission evolution from the technical/logistics perspective and propose corrections if needed

Ensure that data reported in INTERSOS Logistics software (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

Supply-Chain Management and Procurement

Monitoring overall procurement performance for the mission. Ensure effective and cost-efficient procurement planning by liaising with technical staff, Field Coordinator, and/or Project Managers. Ensure that online procurement plans are created on IMP and up to date while guaranteeing INTERSOS and donor procurement policies and procedures are being adhered to at all times. Research to ascertain the best products and suppliers in terms of best value, delivery schedules and quality

Coordinate with the Administration and Finance Department to ensure that payment processes to suppliers are made on time and respecting the financial systems

Plan and perform field audits to ensure consistency in process application and proper documentation and filing are maintained

Develop and implement service contract management instructions, policies, and procedures. Examine and re-evaluate existing service contracts and oversee regular rent, utility payments (i.e., electricity, water, gas, etc.), office and guesthouse maintenance contracts, and running costs procedures. Ensure that they are properly handled by Logistics and Supply Officer and Assistants, Administration, and/or focal points

Overview that the Supply Manager/Assistant and Field Coordinator Logistics and Supply Officer maintain and update a pre-qualified suppliers list per base

Is responsible for ensuring the good storage of all projects materials within warehouse/stock, in respect of the INTERSOS Supply SOPs and regular inventory checks every quarter

Check and coordinate with logistics staff that goods deliveries are done as planned and properly stored

Prepare and launch tenders documents in coordination with the Supply team

Transportation management

Ensure that INTERSOS Fleet Management model, movement security protocols, and Brand Identity Manual are applied in missions - the fleet is checked, and regularly maintained and that vehicles are insured and taxes are paid

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 Coordinator logistics staff. Ensure that proper documentation of vehicles (i.e. lease, insurance, mechanical inspection, etc.) is properly handled by logistics staff

Contribute to the development of sustainable approaches to transport management by streamlining INTERSOS environmental policy and Regional Office suggestions

Facilities and Communications management

Oversee the installation and maintenance of functional office space(s) and guesthouse facilities with adequate living conditions 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

Is responsible for 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 staffs in the mission have proper training on how to use communications equipment available (e.g. satellite phones, HF/VHF radios, computers, etc.)

Contribute to the development of sustainable approaches to facility management by streamlining INTERSOS environmental policy and Regional Office suggestions

Assets management

Oversee the purchase, use, and maintenance of IT assets, office and project equipment, and communication tools, while ensuring that all mission assets registered in IMP are documented, issued with unique INTERSOS asset numbers, tagged, and logged according to asset management policies and procedures

Report asset list at the end of the project and oversee asset rollover according to the defined destination with the Programs Department

Oversee regular fixed assets check every quarter

Human Resources management

Coordinate the Logistics team and participates in the HR processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff development and internal communication) to ensure both the sizing and the amount of knowledge required for the activities he is accountable for

Applied security

In collaboration with the Head of Mission and the Security Coordinator (if present) is responsible for co-defining and monitoring the technical aspects of the risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the mission security policy and guidelines, evacuation plan and contingency plan, monitoring daily the security rules and reporting to the Head of Mission of any problem. For this purpose, in case of the absence of a dedicated Security Focal Point, the Logistics Coordinator has to create an appropriate environment to facilitate the exchange of information on security situations. Is the security backup in the absence of the Head of Mission.

Required profile and experience

Education

Essential degree and specialization in Logistics and/or Supply Chain Management

Professional Experience

At least four years of working experience in relevant logistics positions and previous humanitarian experience with NGOs in developing countries. Desirable previous experience in emergencies

Professional Requirements

Essential computer literacy (word, excel and internet)

Languages

Fluent English (written and spoken)

Personal Requirements

Strategic vision

Leadership

People management and development

Service orientation

Behavioral flexibility

Results and quality orientation

Stress management

Commitment to INTERSOS principles

HOW TO APPLY:

Interested candidates are invited to apply following the link below:

Please note that our application process is made of 3 quick steps: register (including your name, email, password and citizenship), sign-up and apply by attaching your CV in PDF format. Through the platform, candidates will be able to track their applications’ history with INTERSOS.

Please also mention the name, position and contact details of at least three references: two line managers and one HR referent. Family members are to be excluded.

Only short-listed candidates will be contacted for the first interview.