Logistics Assistant in non-profit organization (SWISS project)

Administration and Logistics Assistant in non-profit organization (SWISS project)

FSD is non-government, neutral, independent organization, with HQ based in Geneva, Switzerland. In Ukraine FSD conducts Mine Action activities which aim to reduce social, economic and ecological impact of mine, ERW contamination. 

Purpose of the Position

Under the overall management of the Country Director and the direct supervision of the Senior Logistics Officer will be responsible for conducting/coordinating local procurement for the project, organizing project vehicle and equipment maintenance and/or repair and for provision of general administrative support to operational activities in Ukraine.

Location

Kharkiv, with possible travel on the territory of Ukraine.

Scope 

Under the supervision of the Senior Logistics Officer the Admin/Log Assistant is responsible for managing the local purchase of all equipment and materials required to support the project, monitoring and supervising maintenance and/or repair of project vehicles and equipment and the provision of general logistic support.   The Admin/Log Assistant is also responsible for the provision of administrative support as directed by the Country Director / Deputy Country Director, Operations Officer and Finance Assistant. 

Duties Include:

• Prepare all necessary local procurement plans and conduct/coordinate the procurement as part of the organization’s rules and regulations.
• Maintain a Purchase Request Schedule
• Manage the field office store and keep up to date records and ensure timely recording of goods.
• Ensure purchase procedures are properly followed and file all the field and office documents.
• Prepare and ensure correctness of the Asset Register and the Asset Report
• Analyse and evaluate information regarding vendor's performance with regards to quality, prices, delivery and equipment and ensure that it conforms with requirements
• Packing and sending materials to the field.
• Provide general logistic support to the Operations Office.
• Ensure that the system of communication (radio, telephone, and internet) is maintained in good condition.
• Supervising project Drivers
• Maintain Vehicle Log books, Fuel Log Sheets and Job sheets for all vehicles.
• Monitor weekly vehicle movement, collect and analyse data on vehicle usage and check weekly vehicle check list for compliance.
• Assisting the project Country Director / Deputy Country Director, Operations Officer and Finance Assistant with administrative tasks as required.
• Providing translation duties for the Country Director  or Operations Officer.

Personal Attributes:

The Administration and Logistics Assistant must also demonstrate the following personal attributes: 

• Honest and trustworthy. 
• Respectful. 
• Possess cultural awareness and sensitivity. 
• Flexible.
• Demonstrate a sound work ethic.
• Ability to maintain the confidentiality of project documentation.

Applicant qualifications:

• Well-developed language skills in English and Ukrainian;
• Bachelor’s degree in business, logistics, management or a related field is an advantage, but not specifically required.
• Minimum of two years practical and related experience in a business or non-governmental organization environment;
• Well-developed IT skills;
• Must have a driving license.

Deadline for applications 01.12.2024

Applications will be reviewed on a rolling basis.

Starting date

as soon as possible.

Duration

6 months with possibility of extension subject to performance and funding.

Interested candidates should submit the following documents:

CV in English with salary expectations;

Details of two references (telephone number and email).

Remarks: FSD is committed to equal employment opportunities and welcomes applications from all persons who meet the qualifications for the position, regardless of their gender, race, religion, nationality, disability or age. Only shortlisted applicants will be invited for an interview.