Logistics Coordinator

Polish Humanitarian Action (PAH) is currently looking for Logistics Coordinator

General information:

• Organization: Polish Humanitarian Action (PAH), Warsaw-based international non-governmental organization with representation office in Ukraine
• Position: Logistics Coordinator
•  Location: Kyiv
• Job terms: full-time
• Type of job: Labour contract
• Starting date: ASAP
• Duration: 12 months

About PAH:

Polish Humanitarian Action (PAH) is an international non-governmental organization which since 1992 has been providing humanitarian and development help worldwide. So far, the interventions have been carried out in 46 different countries. By possessing long-standing expertise in the implementation of projects in Water, Sanitation and Hygiene, Food Security and Livelihoods, as well as Nutrition and Education, PAH concentrates its global activities on ensuring sustainable and stable development of regions suffering from the consequences of armed conflicts, natural disasters and other humanitarian crises.

PAH has been present in Ukraine since August 2014 delivering humanitarian aid to the most vulnerable of the conflict-affected population. PAH provides assistance to internally displaced people, elderly and single mothers, working in the sectors of food security protection and livelihoods. PAH Ukraine is currently expanding programming from humanitarian to both early recovery and development-oriented interventions that provide sustainable livelihoods opportunities to the affected population.

For more information, please refer to www.pah.org.pl.

Key Duties and Responsibilities:

Management of PAH procurement procedures for LOGs  purposes:

• Provides technical leadership to drive implementation of the PAH procurement procedures policy
• Develops and implements flexible and responsive procurement management systems for monitoring and tracking costs and Purchase Requests  
• Processes approved purchase requisitions and recommends the most appropriate methods of procurement, either through direct purchase or through a competitive bidding process, as per PAH procurement procedures 
• Confers with vendors and suppliers to obtain product or service information such as price, availability and delivery schedule. Obtains estimate value of goods and services through multiple quotations from reliable and competitive suppliers
• Reviews purchase orders, ensuring PAH procurement procedures have been followed
• Implements cost-effective disposal of obsolete machinery, equipment, furniture and other salvage goods in accordance with the PAH and donor policies and procedures
• Verifies the suppliers on ACTs (Anti-Terrorist Checks)
• Participates in Logistics Cluster meetings

Management of PAH Warehouses:

• Develops and implements flexible and responsive stores management systems for monitoring and tracking costs as well as maintaining up-to-date inventory of goods and services
• Implements and periodically reviews PAH warehouse procedures
• Oversees implementation of warehouse security 
• Oversees stock control and processing orders
• Plans future capacity requirements

Management of issues related to transportation of PAH staff and materials:

• Maintains contact list and relations with providers of road transport of people and materials
• Organizes transport of people and project material in accordance to program needs 

Development and maintenance of the mission’s logistic system:

• Develops and revises mission’s manuals and tools
• Conducts trainings for new employees regarding logistic procedures and to all employees after introducing significant changes into the system

Management of PAH fleet of vehicles as per the PAH Vehicle rules and procedures:

• Coordinate deployment of motor-vehicles and drivers to provide efficient and safe transportation as well as obtain optimum use of transport resources
• Ensure PAH vehicles are used according to PAH rules and regulations, including ensuring vehicles are used within allowed hours
• Maintain up to date files for each vehicle
• Coordinate accident reporting and documentation
• Management suppliers of vehicle parts, accessories and consumables
• Vehicle Expense Monitoring
• Coordinate the repair and maintenance of motor-vehicles in authorized garages against approved requisitions. Also follow up to ensure that motor-vehicles are repaired to the highest standards of quality and within budget limitations
• Manage vehicle fuel, including monitoring each vehicle for consumption

Management of the Logistics team:

• Trains and builds capacity of logistics team
• Supervises and motivates the team; monitors performance of team member
• Recruits new team members

Reporting:

• Ensure that Monthly Logistics reports on fleet, assets and WH are provided in time

10. Other:

Completes any other tasks delegated by supervisor

Logistics  Coordinator will be selected based on the qualification requirements described below:

• Higher professional education in the relevant field of study (master’s degree, specialist);
• Professional experience of more than 5 years
• At least 2 years of work experience in international or local NGO;
• Excellent verbal and written communication skills in English (is a must) and Ukrainian;
• Understanding of the context of locations;
• Understanding of international humanitarian work;
• Good interpersonal skills;
• Strong drafting, analytical, and research skills

What PAH offers:

• Work experience with the professional and flexible international NGO, which is one of the largest NGOs in the Central-Eastern Europe;
• Work in a dynamic and motivated team;
• Possibility to contribute to the development of protection programming of PAH;
• Competitive salary.

How to apply:

If you are interested in applying for this position, please send us the following documents prepared in ENGLISH:

• Short resume (max. 2 pages) including relevant information on your education and work experience;
• Short cover letter;
• Indication of your availability to start your work for PAH;
• Three references.

Only short-listed candidates will be contacted and invited for interviews.

Please note: due to the urgency to fill the post, recruitment will be done on the rolling basis, and PAH reserves the right to recruit before the deadline.