Logistics Officer

Logistics Officer

Terre des hommes is looking for a proactive, energetic, and organized Logistics Officer to join its team in Kharkiv, Ukraine, to support the implementation of its projects. If you are looking for a meaningful job that will make a lasting impact on the lives of children, we want to meet you.

Start date : As soon as possible

Contract : 6 months (with possibility of extension) , local, full-time Employment Contract.

Probation period : 3 months

Remuneration package : Attractive salary, private health insurance and life insurance against accidents

Location : Kharkiv, Ukraine

Deadline for applications : Recruitment will be ongoing until the position is occupied

WHAT WE DO IN EUROPE AND UKRAINE

Terre des hommes (Tdh) is the leading Swiss organization for children’s aid. Since 1960, Tdh has helped build a better future for children and youth, especially those most exposed to risks, making an impact with innovative and sustainable solutions. Active in more than 30 countries, Tdh works with its own teams and/or local and international partners to develop and implement field projects which significantly improve the daily lives of over four million children and members of their communities every year, with a focus on mother and child health, migration, and access to justice for children.

In Europe, Tdh strives to ensure the full realization of children’s rights, equally and without discrimination. We are present in Albania, Kosovo, Moldova, Romania, Ukraine, Hungary, and Greece, while together with partners, we reach children in other 14 European countries.

Tdh started operations in Ukraine in 2015 and operated until February 2022 through 2 operational offices in Mariupol and Sievierodonetsk, while maintaining a coordination/representation office in Kyiv. Following the Invasion of Ukraine by the Russian Federation Army, the Tdh team has relocated to Ivano-Frankivsk, where it started operations for the area ofwest West Ukraine, which is the first operational base for the response to the current humanitarian crisis. The organization is aiming to operate in the Kyiv and surrounding areas and potentially in East Ukraine. We are providing various services to children, youth and their families in the conflict-affected area, with a strong focus on psychosocial support.

For more information, please check https://www.tdh.org ;, https://tdh ukraine.org www.facebook.com/TdhUkraine/

Specific Responsibilities / Context of «tasks »

Generic responsibilities

• Adhere to Tdh policies, handbooks, guidelines, and donor requirements.
• Assist with the implementation of the logistic function’s portfolio according to the Plan of Action.
• Ensure proper filing of all supporting documents.
• Promote and share ideas for improvement of the logistic function.
• Be anti-corruption, transparent, and cost-efficiency focused in all procurement processes.
• Conduct procurement process with a focus on country and Tdh regulations.
• Prepare procurement documents in line with Tdh procurement procedures.
• Perform other duties, as assigned by the Line Manager.

Specific responsibilities

Procurement & Supply Chain Management

• Ensure that all procurements at base level are conducted in accordance with Tdh logistics policies, procedures, and donor regulations.
• Receive and review procurement requests at the base level and initiate procurement processes in line with Tdh procurement regulations and applicable thresholds (below national and international tender thresholds).
• Prepare Requests for Quotations (RFQs) and source bids and quotations in accordance with procurement procedures.
• Conduct market surveys and provide estimated prices to programs and support teams when required.
• Prepare and process procurement documentation including bid analyses, purchase orders, and payment requests, ensuring accuracy and completeness of supporting documentation.
• Submit procurement documents to relevant signatories for verification and approval.
• Follow up with suppliers to ensure timely delivery of goods and services and coordinate receipt of materials.
• Maintain and regularly update the supplier database.
• Update and share the procurement tracker on a regular basis.
• In collaboration with the Logistics Manager, support the establishment of framework agreements at the national and field level for recurrent purchases.
• Keep Project Managers informed of the status of their requests and provide regular updates on procurement progress.

Asset, Warehouse & Documentation Management

• Ensure proper filing and archiving of procurement documentation, including uploading all relevant documents to SharePoint / O365.
• Ensure proper asset and equipment management in line with Tdh standards and guidelines.
• Responsible for stock management at base level, ensuring accurate documentation and traceability of stock movements.

Fleet Management

• Directly manage fleet operations and drivers in Kharkiv and remotely oversee fleet operations in Mykolaiv, ensuring compliance with Tdh fleet management procedures.
• Monitor vehicle utilization, maintenance schedules, fuel consumption, and driver documentation.

Coordination & Communication

• Ensure effective communication and coordination with program teams and support departments throughout the procurement process.
• Maintain regular communication with base teams and field offices, ensuring logistics support meets operational needs.
• Ensure weekly procurement follow-up reports are updated and shared with relevant stakeholders.

Supervision & Capacity Building

• Report directly to the Logistics Manager.
• Supervise and provide technical support to the Logistics Assistant based in Dnipro.
• Participate in the recruitment of logistics staff at the base level in coordination with the Logistics Manager / Logistics Coordinator.
• Provide training and guidance to logistics staff on Tdh logistics procedures when required.

Reporting & Systems

• Prepare and submit the Monthly Logistics Report.
• Support the development and improvement of logistics Standard Operating Procedures (SOPs) where required.

Field Support

• Travel regularly to field locations, including Mykolaiv & Dnipro, to support logistics operations, conduct follow-up, and address operational gaps.
• Availability to travel up to 25% of the time to support field teams.

Skills

• Manages time and priorities, meets deadlines.
• Develop and update a work plan.
• Cooperates and contributes to achieving goals.
• Supports and advises colleagues.
• Adapts communication to the intercultural environment.
• Respect for others.

Required conditions

Qualifications

• Diploma/Bachelor's in Logistics, Supply Chain, Business, or related field (preferred).

Experience

• At least 3 years' experience in supply chain
• Previous experience with an NGO is highly desirable.
• Good knowledge of Ukrainian Laws.
• Sound understanding of procurement and logistics principles.
• Strong knowledge of humanitarian supply chain regulations, including donor requirements.
• Excellent organizational skills and ability to prioritize;

Languages

• Proficiency in English and Ukrainian languages, both written and spoken

IT know-how

• Experience in using such computer software as Microsoft Office, knowledge of database package MS Excel
• Child Safeguarding Policy: To commit to respect Tdh Risk Management Policies including Child Safeguarding Policy, Safety and Security Policy and Anti-Fraud/Corruption Policy, Whistle Blowing Policy. GDPR compliance: By sending your application, you agree that your personal data will be used in the recruitment process. All the documents we will request in different steps of the recruitment process will only be used for this purpose. All staff involved in recruitment and selection are aware that data protection rules apply, and that personal information will be treated confidentially. According to our policy, we will keep your application documents for the period of the recruitment only. Due to an anticipated high number of applications, Tdh is not in a position to respond to each applicant individually. Please note that only short-listed candidates will be contacted for the first interview.