Job Title: Logistics Coordinator (for current NP Ukraine staff)
Department: Operations
Division: Logistics & Procurement
Duty Station: Odesa (Ukraine) with travel to NP sub-offices across Ukraine
Line Manager: Deputy Head of Mission – Operations & Security
Line Management Responsibility: Logistics Officers, Admin & Logistics Officer and Odesa Driver
Position Type: Full-time
Nonviolent Peaceforce (NP) is a dynamic, international non-governmental organisation. We work with people affected by violent conflicts to enhance their security and dignity through Unarmed Civilian Protection (UCP). We work to reduce violence, protect civilians in countries affected by violent conflict and its aftermath, and help transform the world’s response to conflict situations.
Overview:
Under the direction of the Deputy Head of Mission - Operations and Security, the Logistics Coordinator will be responsible for the logistical management of NP Ukraine, supporting the logistical needs of both NP Country Offices and field offices in Odesa, Mykolaiv, Kherson, Kharkiv and Izium. They work closely with the Operations team to ensure the ethical, safe and accurate procurement and management of NP assets and logistics.
Job Summary:
The Logistics Coordinator (LC) is responsible for overseeing all logistics functions, including logistics, procurement, fleet management and IT for NP-Ukraine and ensuring that the programme support departments within NP Ukraine are run efficiently and effectively. In addition, the LC is responsible for ensuring that Operations SOPs are implemented and continue to develop them as needed. This position interacts with all other functions as well as the field-based programme teams. The position includes regular on-site operations support and capacity building to Field Programme Officers (FPOs) and ensuring that all staff are aware of and trained in the SOPs and related skills necessary for compliance.
Defining and implementing all supply and technical logistics strategies and support to the Country Programme, ensuring the pertinence and coherence of logistics and supply programmes, adequacy of the means provided and compliance to NP standards, protocols and procedures to enable the development of the mission in perfect working conditions and optimise the impact of Nonviolent Peaceforce projects.
Key Responsibilities:
1. Logistics & Procurement:
- Coordinate and take responsibility for all logistic support to the field sites, managing the Country Office Operations team to best support the NP sub-bases.
- Participating actively in the definition and update of annual project planning and budgets and the Emergency Preparation Plan, defining strategies, and providing advice to senior management in the translation of the identified logistical / technical needs into objectives, priorities and resources needed for the mission.
- Responsibility for monitoring the implementation of logistical/technical activities (construction and reconstruction, material stocks and supplies, transportation, communication, water and sanitation, vehicles, equipment/installation, infrastructure, etc.), ensuring compliance with NP standards, protocols, and procedures, and providing reports to senior management on the development of current programs and proposing reorientation strategies when necessary. Provides reporting on project development from a logistical perspective and suggests corrections if needed.
- Active contribution to the development of procurement plans and monitoring of spending.
- To be responsible for implementing an effective procurement, transportation, and storage system for all project and office materials and commodities.
- Ensure adherence to the procurement process as described in the NP Field Operations Manual and in-line with donor requirements.
- In conjunction with the Team Leaders provide technical line management to the Field Programme Officers (FPOs) to ensure that all aspects of logistics and procurement are understand and complied with.
2. Asset Management:
- Development and control over the implementation of an asset tracking system of NP and donor assets, including exceptional items that require registration and movement tracking.
- Ensure NP Ukraine is compliant with NP and donor asset management requirements.
3. Operations:
- Training of logistics department staff and FPOs.
- Responsible for properly applying HR policies and associated processes (recruitment, training, briefing/debriefing, evaluation, staff development) for the Operations team.
- Responsible for providing technical support and consultations on all logistics issues within the NP, training logistics and admin personnel, and representing the NP in meetings with partners, organisations, and other NGOs on logistics matters.
- Manage framework agreements and Memorandums of Understanding (MoU) with suppliers to provide contractual support for IT, procurement and HR services.
- Support to the Safety and Security Advisor and proactive collaboration to ensure adherence to and implementation of SOPs, contingency plans and risk assessment documentation.
- Development and implementation of security policy for logistics operations.
- Ensuring compliance with security measures during transportation and storage of humanitarian goods.
4. Others:
- Recommend and contribute to the drafting of new protocols or adjustments to procedures to improve effective operations (procurement, asset management, Admin, HR).
- Support the Senior Management Team as requested.
Qualifications:
- Minimum of diploma level education in logistics or business administration or related fields.
- Minimum ten years related experience in logistics; or equivalent combination of education and experience.
- Minimum B2 level or equivalent for English (written and verbal).
- Fluent (C2 level or equivalent) in Ukrainian (written and verbal).
Key Challenges:
- Building and sustaining collaborative partnerships, negotiating, and resolving contentious issues and conflicts of interest while managing and balancing varied, diverse stakeholder priorities across a geographically dispersed region.
Skills and Competencies:
- Strong written and verbal communication skills in Ukrainian and English (Russian is an added advantage).
- Excellent problem-solving and analytical abilities.
- Excellent interpersonal and team-building skills and the ability to work in a multicultural environment.
- Ability to work effectively in a team and independently.
- Ability to work in a dynamic environment with a heavy workload.
- Good planning and organizational skills.
- Computer literacy, including good skills in Microsoft Office applications.
- Knowledge of the Salesforce Nonprofit Success Pack is a plus.
Working Conditions:
- This position may include challenging living conditions, limited access to amenities, and potentially unstable security situations.
- You must be prepared to live in basic accommodation, which may include shared housing whilst visiting field teams.
- Demonstrated ability to adhere to strict security protocols and maintain high level of professionalism.
Application Process:
- Candidates meeting the above requirements are requested to submit a CV (max. 2 pages) and cover letter (max. 1 page), through our website detailing their experience and how they qualify for the Incomplete applications will not be considered.
- The closing date for applications is 30 April 2024.
- Candidates may be selected before the closing date; apply early.
- As part of the recruitment process, shortlisted candidates may be asked to complete a technical assignment before participating in an
SPECIAL NOTICE
Nonviolent Peaceforce is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against based on disability.
Nonviolent Peaceforce acknowledges the duty of care to safeguard and promote the welfare of employees, contractors, volunteers, interns, communities we work with, and other stakeholders and is committed to ensuring safeguarding practice reflects statutory responsibilities and government guidance and complies with best practices in the Humanitarian and Development sector.NP expects all staff and volunteers to share this commitment through our code of conduct. We prioritise ensuring that only those who share and demonstrate our values are recruited to work for us.
The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.
All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. NP also participates in the InterAgency Misconduct Disclosure Scheme. In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment or incidents under investigation when the applicant left employment. By applying, the job applicant confirms their understanding of these recruitment procedures.
NO FEE
We never ask for payment as part of our selection process, and we always contact candidates via our corporate accounts and platforms. If you are approached for payment, this is likely to be fraudulent. Please check whether the role you are interested in is posted here on our website.