Logistics Officer
Duty Station: Dnipro
Starting date: July 2023
Duration of contract: 3 months probationary period (with the possibility of extension in case of successful completion)
BACKGROUND:
People in Need has been operating in Ukraine since the beginning of August 2014 and since then, its humanitarian programs have been rapidly expanding. Currently, People in Need is one of the main humanitarian organizations in Ukraine providing neutral and independent humanitarian assistance to people affected by the conflict. PIN is an equal opportunity employer and applications are accepted from all qualified candidates without distinction on any basis, including race, ethnicity, nationality, age, religion, disability, sexual orientation, gender identity and others. PIN welcomes applications from diverse groups and values diversity.General information about the role of the person
Under the overall supervision of the Senior Logistics Officer, the Logistics Officer is responsible for effective delivery of operational support to the mission to achieve timely and quality service to programs and beneficiaries of the People in Need (PIN) Ukraine in Dnipro. Logistics Officer performs various duties related to logistical planning and cargo transportation.Specific duties and responsibilities:
• Organization of regular purchases for the office and service apartments (water delivery, Internet, consumables, hygiene items, medical supplies for office first aid kits, protective equipment and purchase/refill of fire extinguishers in the amount necessary to cover the needs of the total area office, storage or service apartments).• Ensuring timely replenishment of first aid kits for the office, warehouse, residences and cars of IDUs in DniproOrganize technical support at PIN premises (repairs, etc.).
• Control the organization of technical support at PIN premises (repairs, etc.).
• Supervise and organize cleaning in the office and service apartments and coordinate the work of office cleaners.
• Maintain communication with landlords regarding the inspection of utility meters in apartments and offices, repairs, any emergencies, etc
• Control the safe storage of office and residential keys Logistics support to expatriates:
• Conduct introduction to logistical procedures within the organization.
• Provide employees with business cards, phones, SIM cards, ID cards, etc. as needed.
• provides high quality accommodation instructions for all guests and employees
Finance department support
• Keep track of all contracts related to the lease of offices and service apartments, suppliers of visualization materials, translation service providers, contracts of individual entrepreneurs, expenses, transactions, related documentation and execute and submit them to ELO as necessary.
• Ensures provision contracts to ELO, preparing invoices for payments, prepares contracts of rent of gest, offices, providers, and all other contractors necessary for the work of the Dnipro office and uploads them to the ELO
•Provides administrative support with finance related issues such as preparing and uploading service provision and rental contracts to ELO, preparing supported documents for payments.
• Make payments, advances, and close advances only after receiving complete and correct documentation, follow the deadlines set by the finance department and do not violate them.
• Is liable for financial assigned assets
Fixed Assets
• Ensure proper management of all fixed assets documents and information.• Conduct regular assets inventory. Ensure assets labeling, presence and functionality of assets database, tracking of assets movement, disposal, donation, theft/loss, write-off and adherence to relevant procedures.
• Ensure all assets liability, handover and return papers are signed, understood and filed properly.
Required experience and qualifications:
• University degree
• Preferably 2 years of experience in a similar position in an NGO, intensive experience in logistics
• Experience with contracts
• English language skills at A2-B1 level
• Good knowledge of PC (Word, Excel)
• Good communication and interpersonal skills
• High level of attentiveness and responsibility
We offer:
• Competitive salary on the PIN salary scale• Positive work environment in a well-established and growing humanitarian organization;
• Medical insurance;
• Reimbursement of travel expenses between offices and work areas; • Professional development opportunities through various capacity building activities such as trainings, seminars, etc. • 28 days of annual vacation + 3 New Year's bonus vacation days.