Procurement and Logistics Specialist

POSITION SUMMARY:

HIAS Ukraine seeks to recruit a Procurement and Logistics Specialist who will fulfill both procurement and logistics support functions in relation to HIAS’ Ukraine’s needs. This position will be responsible for the efficient coordination and management of all procurement functions and uphold utmost integrity of the HIAS’ procurement systems and processes.  The Procurement and Logistics Specialist will also be responsible for the standardization of policies and Procurement practices as well as responsible for functions to provide timely and effective support to Country Office programs to ensure objectives are met. 

MAIN DUTIES AND RESPONSIBILITIES:

• Manage procurement functions, such as gathering quotations, market research, receiving deliveries, prequalification of suppliers and vendors and report where necessary
•  Establish a reasonable and appropriate lead-time for ordering and delivery of goods, ensuring this lead-time is followed up by staff and fully implemented.
• Monitor all procurement activities to ensure they are conducted in a fair and transparent manner, that all processes are fully documented and is in full compliance with HIAS and donor policies 
• Maintain a transparent and responsive procurement process in generating bids analysis and Purchase Orders, Timely delivery, and Payment requests.
• Coordinate with Finance and program departments to ensure integrated internal controls and timely payment of vendors.
• Participate and support the team to conduct rapid procurement of all program supplies, services, and equipment, whilst ensuring best practices and maintaining audit-compliant records.
• Support and provide appropriate trainings for procurement and program staff to ensure compliance with policies and procedures. 
•  Lead and attend all procurement committee meetings.
• Maintain supplier information for regularly purchased items and be informed of current local market conditions.
•  Ensure that compliance with policies is documented through systematic and random verifications of policy implementation and Procurement records
• Ensuring Logistics metrics and reports on operations, vehicle maintenance, mileage and expenses are submitted as required to management
• Perform any other duty assigned

QUALIFICATIONS & REQUIREMENTS:

•          Undergraduate Degree in Procurement or Purchasing and Supplies or Supply Chain and Logistics

•          Minimum 5 years of professional experience in procurement and logistics. Experience in NGO is a plus; 

•          Computer literate and with excellent knowledge in computer packages

•          English language skills (both writing and speaking) of upper-intermediate level and higher;

•          Ability to respond effectively to time sensitive demands and inquiries;

•          Strong emphasis on accuracy and detail oriented;

•          Excellent analytical as well as communications skills and ability to relate to people at all levels of an organization and of different multi-cultural backgrounds;

•          A team player who demonstrates patience, flexibility and honesty.

•          Knowledge in Accountability to Affected Populations

•          Ability to manage ethical relationship with suppliers.

•          Accountability: Mature and responsible; ability to operate in compliance with organizational rules and regulations.

•          Advanced planning and time management skills.

•          Advanced communication and problem-solving skills

•          Strong emotional intelligence and excellent interpersonal skills.

•          Basic skills in budget development and management.

DISCLAIMER:

This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties, skills required or permanent location. Location is subject to change based on programmatic needs. Flexibility is essential as we grow and develop. The successful candidate must be comfortable in a fast-paced, changing work environment with many crucial deadlines. All team members may be required to perform duties outside of their normal work hours of responsibilities as needed.

HIRING PROCESS:

We are committed to a fair and respectful hiring process, and we do our absolute best to respond to every applicant. We prioritize communication and transparency with all candidates, even those who are not moving forward. Here’s a snapshot of our hiring process:

Step 1: Submit your application!

Step 2: Phone screen with a Human Resources staff person.

Step 3: Interview with the hiring manager.

Step 4: Interview with a panel of HIAS employees.

Step 5: Reference check.

Step 6: Offer and background check.

Step 7: Start your professional journey with HIAS!

Note: Some of our hiring processes may vary, and not all candidates will advance to each step.

ABOUT US:

Over one hundred years ago, the Jewish community founded HIAS (originally the Hebrew Immigrant Aid Society) in New York City, the immigrant gateway to America. Supporting Jews fleeing persecution and poverty in Eastern Europe, our founders were guided by the traditions, texts and history of the Jewish people—a history of oppression, displacement and diaspora. HIAS has since helped generations of Jews facing violence because of who they were, and HIAS remains committed to helping Jewish refugees anywhere in the world. Today, our clients at HIAS come from diverse faiths, ethnicities and backgrounds, as do our staff. We bring our experience, history and values to our work across five continents, ensuring that refugees today receive the vital services and opportunities they need to thrive.

HIAS is a learning community, committed to diversity and inclusion. We do our work with integrity, accountability, transparency and a commitment to the highest ethical standards. We seek employees from diverse backgrounds and life experiences to join our teams located in the United States and across the globe. People who identify as BIPOC, people with disabilities, people from the LGBTQ+ community and people with lived experiences of forced displacement or immigration are all encouraged to apply. We are committed to building a diverse workforce that reflects our vision, mission and values.

VISION:

HIAS stands for a world in which refugees find welcome, safety and opportunity.

MISSION:

Drawing on our Jewish values and history, HIAS provides vital services to refugees and asylum seekers around the world and advocates for their fundamental rights so they can rebuild their lives.

VALUES:

Welcome • Acogimiento • Hospitalite •

?


(Hachnasat Orchim)

We Welcome the Stranger

Justice • Justicia • Justice •
? (Tzedek)

We Pursue Justice

Empathy • Empatia • Empathie •
? (Chesed)

We Approach our Clients with Empathy

Partnership • Companerismo • Cooperation •


(Chevruta)

We Believe in Changing the World through Partnership

Courage • Coraje • Courage •

(Ometz)

We Act with Courage to Build a Better World

Resilience • Resiliencia • Resilience •
? (Ruach)

We Adapt and Thrive, Continuously Demonstrating our Resilience

DIVERSITY:

HIAS is committed to a diverse and inclusive workplace. All qualified applicants will be considered for employment without regard to race, color, national origin, ethnic background, ancestry, citizenship status, religious creed, age, sex, gender, sexual orientation, physical disability, mental disability, medical condition, genetic information, marital status, registered domestic partner or civil union status, familial status, pregnancy, childbirth, military status, protected veteran status, political orientation or other legally protected status.

SAFEGUARDING:

HIAS is committed to the protection of children, vulnerable adults and any other person from any harm caused directly or indirectly due to their coming into contact with HIAS. We will not tolerate sexual exploitation, abuse or any form of child abuse or neglect by our staff or associated personnel. Any candidate offered a job with HIAS will be expected to sign and adhere to HIAS’ Code of Conduct and Safeguarding policies. All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records. HIAS also participates in the Inter-Agency 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. Likewise, HIAS will share this information when other organizations inquire about current and former HIAS staff as part of their recruitment process. By submitting an application, the job applicant confirms their understanding of these recruitment procedures.