POSITION: Field Logistics Officer
REPORTING TO: Field Logistician or Country LogisticianDuration: until March 31st, 2025 (renewal is subject to performance evaluation and funds availability).
Location Sloviansk or Lozova with the possibility of transfer in Donetsk Oblast (mainly in Oleksandrivka Hromada) and Dnipro.
Working hours: full time.
Deadline for submission of application: there is no specific deadline; the vacancy will be closed when we find suitable candidates to cover the position.
Availability to start: immediately.
SCOPE OF THE POSITION:
- The Field Logistics Officer collaborates with the Logisticians in various ordinary and extraordinary logistics activities related to health facilities, offices and international guest houses.
- Together with the Logisticians, he/she will be involved in supervising, controlling and supporting all the Departments under the Logistics Dept.'s supervision, including Cleaning, Maintenance, Drivers, Kitchen and Store.
- Moreover, he/she will participate in the management of shipments and int. staff visas.
- In terms of Security, the Field Logistics Officer will help the responsible of security in evaluating the security situation to ensure the safety of the staff and EMERGENCY premises.

RESPONSIBILITIES
The Field Logistics Officer is responsible for, but not limited to:
- Implementing all logistics activities at the field level, overseeing Logistics staff.
- Continually evaluating the logistic needs of the departments for the whole project (equipment, materials, consumables, transport, structures etc…) and drafting proposal Protocols and SOP modification to Senior Field Logistician or Country Logistician; Ensuring that all the logistics procedures are followed in order to provide efficient, accountable and transparent logistics services to the project.
- Assisting with the translation of documents and meetings from English to Ukrainian/Russian and vice versa.

TASKS
Procurement
- Evaluates purchasing needs and prepares request according to the Administrative and Financial Work Instructions; checks quality and quantity at material arrival liaising with procurement department and verifies store recordings.
- Manages the procurement activities by maintaining proper documentation including quotations, request for procurements, invoices, delivery notes, ensuring accuracy before submission to Procurement or Administration.
- Monitors product consumption in Logistics and conduct data analysis to recommend corrective or improvement actions.
- Coordinates with Administrative, Technical and Medical staff to ensure effective procurement activities.
- Verifies and checks the quantity and quality of the services provided to the health facilities, offices and guest houses, in coordination with Administration and other responsible of Departments.
- Assists in the procurement process as needed.

Cleaning
- Periodically verifies cleaning based on the approved protocols and reports on the status including improvement / corrective actions.
- Monitors personnel shifts to ensure service delivery and reviews timesheets for discrepancies.
- Check equipment’s status and usage, reporting on conditions and suggesting improvement or corrective actions.

Kitchen
- Periodically verifies the cleanliness and equipment of the Guest Houses kitchens, reporting on status and suggesting improvement corrective actions.
- Assists in the purchase of food for guest houses.

Laundry
- Periodically verifies the equipment of the Guest Houses laundry, reporting on status and suggesting improvement corrective actions.
- Assists in the purchase of cleaning materials for guest houses.

Goods transportation
- Maintains appropriate filing of logistics and shipping documents, reporting situation and issues.
- Assists in checking, tracking and monitoring the transportation of goods and equipment.
- Records and retrieves information related to supply/logistics.

Stock and Assets
- Assesses the status of Assets and recommends improvement or overhauling.
- Reviews weekly stock lists and storage requests, updating Stock and Asset Management files and reporting to Field Logistician or Country Logistician.
- Ensures monthly physical inventory and stock reconciliation are conducted.
- Alerts the Field Logistician or Country Logistician promptly about any shortages, issues or constraints identified.

Structure Management and Maintenance
- Ensures adherence to security & safety regulations related to structures.
- Maintains the good condition, cleanliness and upkeep of the structures are well maintained, liaising with maintenance departments if any need arises.
- Supervise maintenance and technical work as per instruction from the Field Logistician or Country Logistician.
- Oversees the proper functioning of health facilities, offices and guesthouses in terms of water supply, electricity supply, availability of cooking/heating system.
- Ensures health facilities and guest houses receive adequate support.

Fleet Management:
- Ensures all vehicles possess required documents (logbook, insurance, etc.) and follows up their renewal.
- Provides training and supervises drivers to ensure that all the SOPs and logistics procedures are followed;
- Schedules regular maintenance of each vehicle and oversees any necessary extra-ordinary maintenance.
- Ensure all vehicles are fully refilled as required.
- Plan and coordinate vehicle movements to meet arrival/departure schedules and operational needs.

Human Resources:
- Participates in the selection, the training and periodic evaluation processes of staff and daily workers.
- Coordinates logistics training for current and newly hired staff on procedures, protocols and SOPs with the Field Logistician or Country Logistician and monitors training outcomes.
- Assesses logistics staff situations regarding roster management, overtimes, annual holidays planning and recommend disciplinary actions to Field Logistician or Country Logistician.

Reporting
S/he is responsible for issuing a monthly report detailing each logistics activity, including but not limited to:
- Usage of vehicles, maintenance records, fuel consumption and transportation services provided.
- Reports on building maintenance activities detailing necessary requests and completed tasks for the month.

The Field Logistics Officer is responsible for all the activities and services related to the above-mentioned tasks, working closely with the Field Coordinator and the Logisticians.
MINIMUM REQUIRMENTS:
- Diploma or higher degree.
- Good Level of English.
- Fluency in Ukrainian is mandatory and good knowledge of Russian is and asset.
- Skill in operating a computer and various supporting software packages
- Experience in the management of logistics/technical activities.

KNOWLEDGE, SKILLS, ABILITIES:
- Reactiveness, adaptability, flexibility.
- Ability to communicate effectively top down as well as bottom up to deliver clear instructions to staff members and to keep line managers up to date with progression in processes and staff members well informed on duties and activity programs.
- Ability to arrange activities and coordinate resources in order to enhance performance and minimize negative impact on the organization.
- Capability of monitoring all assigned resources using relevant indicators.
- Capability of creating different customized instruments to efficiently monitor the general services.
- Ability to redesign and map checklist and routines to maximize value and minimize costs.

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