Supply Manager, начальник відділу постачання

To send your CV and to respond to the vacancy, please fill in INTERSOS Application

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 teams are present in Odesa, Kyiv, Kharkiv, Mykolayiv, Kherson and now expand their activities in Sumy.

INTERSOS Ukraine provides economic, humanitarian and medical aid, psychological support, organizes educational activities, gives medicines and equipment to the hospitals, provides shelter and ensures basic human needs. During one year of our work in Ukraine we provided support to more than 100 000 people. 75 000 of them received aid in the sphere of protection, prevention and emergency care. 3 000 medical consultations were carried out in remote regions, which are not covered by the official heath care system. 49 medical institutions received medicines, medical devices and equipment.

We are opening a vacancy of the Supply Manager (Начальник відділу постачання).

Duration of contract 5 months with possibility to extend.

Reporting to:

Hierarchical: Logistics & Supply Coordinator

Functional: Logistics & Supply Coordinator

Main responsibilities and tasks

Coordination and support

• Participate actively in the definition and monitoring of annual project planning and budgets and the Emergency Preparation Plan, defining strategies and advising the Logistics Coordinator in the translation of the identified needs into objectives, priorities, and resources needed for intervention
• Manage the supply sections at the coordination level: order processing, procurement, warehouse (log and med), transport scheduling, and customs activities in coordination with the Country Logistics and Supply Coordinator and Base Logistics Officers. Coordinate communication lines and functional links between the supply and Finance and Medical departments
• In collaboration with the Country Logistics and Supply Coordinator, define the Warehouse and Stock Management activities and plan the annual budget in order to identify and optimize the response to the needs of the mission and the targeted population

Logistics Information Management

• Ensure that data reported in INTERSOS Logistics software (IMP & IMS) are correctly used and accurate. Provide training to staff if required.

Supply-chain and Procurement Management

• Define, monitor, evaluate, and ensure the implementation of the mission’s strategies and overall supply activities, making adjustments according to INTERSOS standards, protocols, and procedures. This includes guaranteeing the following:
• Guarantee the respect of INTERSOS and donor procurement policies and procedures
• Create the online Procurement Plan for IMP
• Ensure a smooth running supply administration in IMP (Purchase Request Management) and respect for the implemented supply procedures
• Stabilize supply activities within regular and emergency interventions of the projects and manage field visits on a regular basis to offer permanent support to the direct and indirect supply stakeholders
• Validate the use of the supply-related third parties (suppliers, transport companies, freight forwarders, etc.) proposed by the Supply Assistants, together with the technical referents when needed
• Draft tender documents in coordination with the Country Logistics Coordinator
• Maintain INTERSOS country/base pre-qualified list
• Apply SOP 37, SOP 38, and SOP 39.
• Plan, coordinate, and supervise the daily activities of the supply sections and define their level of priority. Implement the adequate tools and procedures
• Plan and collaborate with the Global Supply Office on International Procurement processes. Follow up on the payment to suppliers in coordination with Regional Finance Coordinators and the GSO
• Monitor the Warehouse and Stock Management activities, follow up on the medical and logistics stocks, ensure compliance with INTERSOS standards, protocols and procedures, and report to the line manager on developing the ongoing programmes. This includes the following activities:
• Ensure all equipment and premises are adapted to the proper storage of goods in compliance with the customer’s requirements and good distribution practices
• Ensure the proper physical and administrative management of the products inside the warehouse in collaboration with the stock owners (SOPs, flow management, warehousing tools, inventories…) and guarantee the application of the SOP in pharmacy management
• Ensure the safety and security of goods and people inside and outside the premises under his responsibility
• Analyze monthly/quarterly warehouse data, identify problems, and propose solutions to line managers, stock owners, and pharmacist
• Oversee regular inventory checks every quarter

Human Resources Management

• Evaluate the workload of supply and warehouse staff and the performance, proposing re-dimensioning where necessary
• Plan, supervise, and implement, in close coordination with the HR department, the associated processes (recruitment, training, briefing/debriefing, performance evaluation, detection of potential, development, and internal communication) of the staff under his/her responsibility to ensure both the sizing and amount of knowledge required
• Perform any other tasks specific to his area of specialty, according to the line manager.

Required profile and experience

Education

• Degree and specialization in Logistics/Supply Chain

Professional Experience

Professional Requirements

• Mission language essential. Local working language desirable.
• Essential computer literacy (word, excel, and Internet).
• High level of integrity and understanding of procurement ethics.
• Planning and organizational skills and ability to meet deadlines.
• Results and quality orientation.

Languages

• English mandatory.

Personal Requirements

• Negotiation skills, communication, and interpersonal skills.
• Analytical thinking & decision making.
• People management and development.
• Flexibility and adaptability.
• Results and quality orientation.
• Teamwork and cooperation.
• Commitment to INTERSOS principles.
• Service orientation.
• Initiative

Our benefits:

• Official employment according to the Labour Code of Ukraine
• Medical insurance and life insurance
• Working hours: 09.00−18.00
• Provision of equipment for work
• Opportunity to study and develop in the humanitarian sphere
• Opportunity to get an experience of working for international organisation
• Work with the team of colleagues to achieve great goals

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