Logistics Assistant

Terre des hommes is looking for a proactive, energetic, and organized Logistics Assistant 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/

MAIN RESPONSIBILITIES

Supply Chain & Procurement Support

• Assist in implementing procurement processes, ensuring adherence to Tdh procurement guidelines.
• Support in collecting quotations and preparing CBAs. Prepare necessary documentation for the procurement of goods and services.
• Obtaining invoices and supplier receipt records and delivering them to the logistics officer
• Provides logistical and administrative support and performs any other functions and tasks which may be required by the nature of the project’s activities and as assigned by the Logistics Officer.
• Market Assessment for different supplies and actively participate in updating of the logistics manual for supplies.
• Follow up with vendors as needed
• Support in preparing long term agreements for recuring purchases.

Fleet Management

• Ensure all vehicles in the east office have current and lawful documentation.
• Receive travel requests, and maintain trip schedules and Staff Movement plan.
• Ensure that Tdh and Hired vehicles are checked on a daily basis, and that regular service and maintenance is carried out as per agreed schedule.
• Keep records (logbooks) on driving routes and realized tasks.
• Ensure safe parking of the vehicle at all times, particularly at night, during office closure or public holiday and when not in use.
• Track all vehicles on the fleet, including movement planning and day-to-day allocation.
• Manage service agreements related to vehicle maintenance and fuelling.
• Monitor fuel consumption and submit monthly reports.
• Performs the role of driver as needed

Stock Management

• Maintain accurate stock records
• Receive, check, and record incoming goods against invoices, PO, or delivery notes.
• Support proper storage, labeling, and bin/location arrangement of items.
• Issue materials/goods based on approved requests and update stock movements.
• Conduct weekly/monthly stock counts and assist in cycle counts & audits.
• Investigate stock variances (shortage, damage, expiry, mismatch) and report findings.
• Ensure FIFO/FEFO practices are followed for stock rotation and expiry control.
• Monitor minimum/maximum stock levels and alert supervisors for replenishment.
• Prepare stock reports: inbound/outbound, aging, slow-moving, fast-moving, and damaged stock.
• Ensure warehouse housekeeping and safety
• Support loading/unloading, packing, and dispatch processes when needed.

Other Logistics Support

• Other small purchases for smooth operation of office
• Support in preparing monthly logistics report.
• Support in finding realtors and/or premises shifting and premises management
• Assists in preparing inventory and asset checks and reports
• Makes regular deliveries of parcels, documents, etc., between the Tdh Office and other offices and institutions, etc
• Perform other task as directed by line manager.

YOUR PROFILE

• Diploma/Bachelor's in Logistics, Supply Chain, Business, or related field (preferred).
• Valid driving license
• At least 1 year' experience in Supply Chain. International NGO experience is an added advantage.
• Excellent spoken and technical writing ability in English & Ukranian, including report writing.
• Good knowledge of Ukrainian Laws.
• Excellent organizational skills and ability to prioritize;
• Proficient in MS Office, especially Excel (data entry, stock tracking sheets, formulas, pivot tables basic level).
• Demonstrated ability to work in multicultural, multidisciplinary environment.

TO APPLY:

Qualified applicants are encouraged to submit their application (CV and motivation in English) to [відгукнутися]. Please indicate in the subject of the email the position «Logistics Assistant».

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 the application the candidate gives the consent for the personal data processing for recruitment processes solely.

Only those candidates that are short-listed for interviews will be notified.

We encourage qualified candidates to submit resumes as soon as possible, as applications will be considered on a rolling basis.

Tdh is an equal opportunity employer and does not discriminate in its selection and employment practices based on race, colour, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.