Logistics Assistant (ABA Project)

ACTED — французька неурядова організація, заснована в 1993 році, яка підтримує вразливі верстви населення, які постраждали від гуманітарних криз у всьому світі. ACTED надає постійну підтримку вразливим громадам шляхом забезпечення стійкості післякризових заходів та готовності до довгострокових викликів, що стоять перед населенням, з метою подолання циклу бідності, сприяння розвитку та зменшення вразливості до катастроф. Наші співробітники завжди готові реагуванню в надзвичайні ситуації, підтримці та відновленню сталого розвитку через 450 проєктів у 43 країнах.

Job Purpose

The Logistics Assistant supports the day-to-day logistics and procurement activities of the ABA project, with a particular focus on administrative and operational support to partner capacity-building activities, procurement follow-up, document management and coordination.

The position will support the Deputy Project Manager — Support Services and Logistics Officer by organizing incoming procurement and logistics documentation, carrying out preliminary completeness checks, maintaining trackers and filing systems, following up on pending actions, and supporting the practical organization of workshops, trainings and other ABA activities.

The Logistics Assistant will also provide operational support for partner procurement processes and other ABA logistics activities, helping ensure that documents, requests, files and follow-up actions are properly organized, tracked and processed in a timely manner.

Responsibilities:

Capacity Building, Workshops and Training Support

• Support the practical organization of ABA capacity-building workshops, trainings, and other partner meetings.
• Support preparation of participant lists, invitations, agendas, training materials and supporting documentation.
• Arrange logistics related to venues, catering, stationery, printing, visibility materials and other workshop requirements.
• Support collection of quotations and preparation of procurement documentation for training- and workshop-related goods and services.
• Coordinate deliveries and service arrangements with suppliers and service providers.
• Maintain organized records of trainings and workshops, including attendance lists, supporting documents and logistics files.
• Track agreed follow-up actions resulting from capacity-building activities and remind responsible staff of pending actions.

Partner Procurement and Logistics Support

• Receive and organize procurement and logistics documents submitted by partner CSOs.
• Conduct an initial completeness check of submitted procurement packages before technical review by the Logistics Officer or Deputy Project Manager.
• Check that required documents, signatures, supporting quotations and basic information are present and flag missing or incomplete documentation.
• Support the preliminary review of partner procurement plans, procurement requests and related logistics documentation.
• Prepare files and supporting information for review by the Logistics Officer and Deputy Project Manager.
• Track procurement processes and outstanding actions for each partner.
• Follow up with partners on missing documents, corrections, signatures and other pending actions as instructed.
• Support preparation and updating of standard procurement documents and templates.
• Assist with verification of delivered goods and services when required.

Document Management, Filing and Follow-up

• Manage and systematically organize incoming ABA logistics and procurement documents, emails and files.
• Maintain clear electronic folder structures and ensure documents are saved in the correct project and procurement folders.
• Maintain procurement and logistics trackers, including procurement status, expected delivery dates, pending documents and follow-up actions.
• Regularly review trackers and highlight overdue or outstanding actions to the Logistics Officer and Deputy Project Manager.
• Update and maintain Order Follow Up, Contract Follow Up and other logistics tracking tools as assigned and under the supervision of the Logistics Officer.
• Support preparation of procurement files for internal review, audits and donor checks.
• Ensure that final and signed versions of documents are properly filed and easily retrievable.
• Support consolidation and archiving of partner procurement documentation.

ABA Operational and Procurement Support

• Support routine procurement conducted directly for ABA project activities.
• Assist with collection of quotations, communication with suppliers and preparation of supporting procurement documentation.
• Support procurement and logistical arrangements for meetings, workshops, trainings, field visits and other ABA activities.
• Assist with transport, accommodation, catering, printing, stationery and other operational arrangements when required.
• Support monitoring of delivery deadlines and confirmation of receipt of goods and services.
• Support basic supplier database maintenance and collection of supplier documentation.
• Coordinate routine logistical arrangements with relevant ACTED departments.

Reporting and Administrative Support

• Provide updated information from logistics and procurement trackers for internal ABA reporting.
• Support preparation of logistics inputs for meetings, presentations and project updates.
• Compile procurement status information and outstanding-action lists as requested.
• Support preparation of documentation required by Finance, Compliance and Programme teams.
• Assist the Logistics Officer and Deputy Project Manager with routine correspondence and follow-up related to ABA logistics and procurement activities.

Other

• Support stock, asset and inventory-related activities when required.
• Participate in field visits, delivery checks and partner monitoring visits when requested.
• Provide translation of logistics-related documents if needed.
• Provide support across other ABA logistics activities according to operational needs.
• Perform any additional task requested by the line manager.

Key Performance Indicators

• At least 95% of incoming partner procurement and logistics documents are registered, organized and forwarded for review within 1 working day of receipt.
• Procurement and logistics trackers are updated within 1 working day after receiving new information or documents, with a full review conducted at least once per week.
• Pending actions and missing documents are reviewed and followed up at least once per week, with urgent items followed up according to the agreed deadline.
• For ABA workshops, trainings and capacity-building activities, required logistical arrangements are completed and confirmed at least 2 working days before the activity, unless a shorter preparation period is agreed.
• Final procurement and logistics documents are filed in the correct electronic folder within 2 working days after receipt/signature, and files are maintained in an audit-ready structure.
• At least 90% of assigned administrative, procurement follow-up and operational support tasks are completed within the agreed deadline.
• Partner requests and procurement documentation are acknowledged, registered and routed for review or follow-up within 1 working day of receipt.
• 100% of assigned logistical and administrative support tasks related to planned capacity-building activities are completed within the agreed preparation timeline.

Key Qualifications & Skills

• Previous experience in logistics, procurement, administration, project support or a related field is an advantage.
• Understanding of basic procurement and logistics processes, experience with NGO procedures is an asset.
• Strong organizational skills and ability to work with a high volume of documents and simultaneous follow-up actions.
• Excellent attention to detail and ability to identify missing or incomplete documentation.
• Very good computer skills, particularly MS Excel, Word, Outlook and electronic filing systems.
• Ability to maintain trackers and structured filing systems accurately.
• Good communication and coordination skills.
• Ability to prioritize tasks and meet deadlines.
• Fluency in Ukrainian; working knowledge of English is an advantage.
• Proactive approach and willingness to support a wide range of ABA operational and logistics tasks.

Увага! Згідно чинного законодавства, при працевлаштуванні військовозобов'язані громадяни України зобов’язані надати військово-облікові документи та оновити свої військово-облікові дані.Attention! Per current legislation, individuals subject to military service duty must provide updated military registration documents while being employed.

Ми пропонуємо

• Офіційне працевлаштування;
• Регулярний перегляд заробітної плати;
• 28 календарних днів щорічної відпустки;
• 3 додаткові дні відпустки на рік згідно з внутрішніми політиками;
• Оплата лікарняних у розмірі 100% заробітної плати (до 15 днів на рік) згідно з внутрішніми політиками;
• Можливість працювати віддалено 2 дні на тиждень згідно з внутрішніми політиками;
• Медичне страхування та страхування життя;
• Комфортний сучасний офіс із зоною для відпочинку, де завжди доступні чай та кава;
• Дружня мультикультурна команда, яка підтримує розвиток і відкритість;
• Доступ до консультацій з професійним психологом для підтримки ментального здоров’я;
• Курси англійської мови для покращення комунікаційних навичок;
• Перспективи кар'єрного зростання.

«ACTED has a zero-tolerance approach to sexual exploitation, abuse and harassment (SEAH). Please note that any candidate offered a job will sign the Code of Conduct, and related policies, as part of their work contract. Misconduct can lead to dismissal.»