Logistics Officer

MISSION / МІСІЯ:

The humanitarian aid organization Arzte der Welt e. V. is the German division of the international network Medecins du Monde/Doctors of the World (MdM). 

The MdM Network consists of 17 civil society organizations united by a shared vision: a world where health is recognized as a fundamental right.

Our Network operates more than 400 programs, both domestic and international, across over 70 countries. Around the world, we enable people whose health is in danger to access quality medical services.

MdM provides emergency medical aid in disaster and crisis situations, works collaboratively to ensure universal access to healthcare and, if possible, assists with reconstruction measures. The MdM Network works collaboratively to ensure universal access to healthcare. The network is also active in risk reduction and preparedness as well as long-term development co-operations in neglected regions around the world that receive little public attention. MdM ensures that its health services are provided equally to the most vulnerable citizens, refugees, internally displaced people and host communities, regardless of their ethnic, social, religious or political background. We provide care, bear witness, and advocate for social change, as well as fighting injustice. 

MdM has been operating in Ukraine since 2015, targeting the most vulnerable communities and people by improving access and quality of health care services for the population. Since February 2022 MdM has restructured its setting in Ukraine and adjusted the programme accordingly. Currently MdM GE maintains a coordination office in Dnipro and field offices in Vinnytsia and Kramatorsk. The emergency response in Ukraine is currently implemented around two main components: direct delivery of services through multidisciplinary mobile units (including PHC, SRH, MHPSS and support to GBV survivors) to IDPs and strengthening the local health system through distribution of medicines and medical supplies to several hospitals and primary health care facilities.

 GEOGRAPHICAL SCOPE OF INTERVENTION / ГЕОГРАФІЧНА СФЕРА ВТРУЧАННЯ:

The Logistic Officer is based in Dnipro.

 ORGANIZATION CHART / ОРГАНІЗАЦІЙНА СХЕМА

Line Manager: Logistics Manager. 

Functional Manager: Logistics Manager.

 JOB SUMMARY / ПОСАДОВА ІНСТРУКЦІЯ

Under the direct supervision of the Logistics Manager, the Logistics Officer will be responsible for managing the fleet of leased/owned vehicles used in the project, procurement, storage, and distribution of materials/equipment related to fleet maintenance, overseeing the performance of repair work specified in the project, and coordinating warehouse management and warehouse operations related to transportation.

RESPONSIBILITIES DESCRIPTION:

Draft Bill of Quantities (BoQ)

 Prepare accurate and detailed BoQ documents based on project requirements.

Collaborate with relevant stakeholders to gather necessary information for BoQ drafting.

Ensure compliance with organizational standards and procurement guidelines.

Construction and Rehabilitation Works Follow-up

Monitor construction and rehabilitation projects, ensuring adherence to technical specifications and quality standards.

Conduct regular site visits to assess progress, identify challenges, and propose solutions.

Coordinate with contractors, suppliers, and relevant stakeholders to ensure timely and efficient project completion.

 Logistics Base Operations Support

 Collaborate with the logistics team to optimize storage, handling, and transportation processes.

Provide technical guidance on equipment maintenance and repairs.

 Technical Supply Support

 Contribute to the development and implementation of supply chain strategies to meet program needs.

Conduct technical assessments to determine supply requirements and specifications.

Ensure timely delivery of technical supplies to project sites, while monitoring quality and compliance.

 Market Assessments for Supply and Contractors

 Conduct market assessments to identify potential suppliers, construction contractors and evaluate their capabilities.

Analyze market trends and prices to support procurement decisions and conclude favorable agreements.

Maintain a database of reliable suppliers in construction and rehabilitation, specialized technicians, and monitor their performance.

 Suppliers and Contractors Follow-up and Coordination

 Establish and maintain strong relationships with suppliers, ensuring effective communication and collaboration.

Monitor supplier performance, including timely delivery, quality of goods, services, and compliance with contractual obligations.

Resolve any supply-related issues or disputes in a timely and efficient manner

 FLEET MANAGEMENT

 Under the supervision of the Logistics Manager, be responsible for fleet management, as well as facilitating and coordinating the movement of vehicles, technical maintenance of all vehicles operated by MdM Germany.

As part of fleet management, be responsible for transportation planning, driver management, reporting, fleet maintenance and documentation.

Ensure monitoring and support of all safety rules and regulations related to refueling vehicles.

Carry out timely scheduled and unscheduled maintenance of vehicles, ensure constant monitoring of the condition of vehicles.

In cooperation with the Logistics and Procurement Departments, annually procure compulsory vehicle insurance and additional insurance covering losses and providing protection against financial expenses in the event of road traffic accidents involving MdM Germany vehicles that may result in damage to the vehicles.

Coordinate and participate in the preparation of the relocation plan for MdM Germany employees.

Prepare reports (Logistics Books) on fuel consumption and vehicle movements.

Ensure that drivers are always monitored and that they comply with traffic regulations and MdM Germany policies.

Ensure proper utilization and safety of fleet assets and equipment.

 PROCUREMENT

 Participate in and facilitate the procurement process for vehicles and/or consumables for the fleet by checking specifications, providing necessary technical recommendations, etc.)

Submit purchase requisitions, order goods, analyze bids, review other procurement-related documents (both paper and electronic).

Contribute to/assist in developing a procurement plan for vehicles and/or vehicle consumables as directed by the Logistics Manager.

Liaise with suppliers on delivery schedules for fleet supplies and other procurement-related issues.

Conduct market assessments and conclude agreements with vehicle maintenance services. 

Determine which goods/equipment/consumables need to be replenished, purchased and/or distributed between MdM Germany offices.

Maintain a record of reliable vehicle maintenance service providers and suppliers of fleet-related consumables.

Ensure all processes related to the MdM Germany fleet are properly documented. 

Provide the team with all necessary administrative and logistical support.

 WAREHOUSE MANAGEMENT 

 Monitor the incoming and outgoing stock.

Supervise the detailing of inventory

Manage the logistical aspect of donations.

Supervise the Warehouse assistant in all further related tasks.

Management of the stock cards, making sure the information mentioned in stock cards is detailed, clearly stated and actual.

Assist in transportation of the donations, ensuring timely delivery of the donations, availability of the labor, preparation of the supporting documents, etc. 

 OTHER DUTIES

Provide assistance to the office staff, international staff, visiting experts and consultants while visiting the warehouse/office facilities. 

Provide support to other MdM Germany departments in program activities and events. 

Any other duties as requested by the Logistics Manager and the Head of the Branch Office in the area of management and coordination. 

 Note: This list of activities is not exhaustive and may change depending on the situation

Hierarchical link: 

Hierarchical Supervisor: Logistics Manager

Functional Supervisor: Logistics Manager

REQUIRED QUALIFICATIONS :

Academic background: Degree in Supply Chain/Logistics or related field

 REQUIREMENTS :

• Language requirements: Advanced Ukrainian and English
• Computer requirements: Competency in MS Word and Excel. 

 EXPERIENCE :

The successful candidate must have:

• Minimum 2 year in related field
• Good knowledge of Supply chain mechanism is a great asset
• Previous experience with NGO is an asset

 COMPETENCE PROFILE :

• Ability to work quickly, under pressure, and with short deadlines.
• Necessity to manage priorities and to adapt them daily according to the context.
• Flexibility to adapt to changing requirements.
• Cultural sensitivity and ability to work in a multi-cultural environment.
• Ability to listen and share decisions.
• Sense of humor
• Good writing and communication skills
• Team player
• Alignment with principles and ethics of Arzte der Welt

AVAILABILITY

Incorporation date: ASAP

Fixed term contract with possibility of extension depending on funding

Only applications submitted in English will be considered.

If a response to the application is not received within 15 days, such application shall be deemed rejected.

Our organisation welcomes people with disability to apply and be part of our team. The candidates with disability will be given an advantage during the selection process compared to the candidates with the same level of qualification.

Please note:

Doctors of the World promotes equal opportunities for all people. We adhere to a policy of positive regard for people who, due to a functional difference or social and/or cultural backgrounds, belong to groups that are underrepresented in the positions offered.

Therefore, no candidate who meets the professional requirements will be excluded from the selection process based on functional differences, social or cultural origin, race or ethnicity, sex, gender, or any other social or cultural characteristic.