LOGISTICS & PROCUREMENT OFFICER – SOUTH

Location: Mykolaiv with possible travels to Kyiv, Kharkiv, Lviv and Dnipro 

Reporting line manager: Area Manager – South  

Duration: till the end of December 2025 (National Contract) 

Conditions: Employment contract, gross monthly salary starting from EUR 1,679.50 (depending on the experience and qualifications). Risks allowance of 13825 UAH/month (high risks area), medical insurance and PSS. Annual leave of 28 days per calendar year. 

Starting date: immediately (or as soon as possible)

CARE INTERNATIONAL

CARE International (CI) is among the world's largest international non-governmental humanitarian relief and development confederations. Drawing on more than 75 years of experience, CI's work reaches over 110 countries worldwide to save lives, defeat poverty and achieve social justice. CARE's vision is to seek a world of hope, inclusion, and social justice; where poverty has been overcome and people live in dignity and security. CARE focuses heavily on women and girls, and the areas of gender equality, diversity, and inclusion are at the center of our work because we know that we cannot overcome poverty and social injustice until all people have equal rights and opportunities. 

CONTEXT IN UKRAINE

On 24th February 2022, the invasion of Ukraine marked a significant escalation to the conflict that started in 2014. It continues to profoundly impact the lives of people across the country at various levels. The front line is continuously shifting and there are areas under Russian military control, as well as cities under siege. Attacks on military installations and critical civilian infrastructures are conducted in the entire territory of Ukraine, often resulting in collateral civilian casualties. The conflict has caused the largest population movement in Europe since World War II, with over 5 million currently displaced within Ukraine and 6 million refugees across Europe. OCHA (Office for the Coordination of Humanitarian Affairs) had counted 14.6 million people in need of humanitarian assistance. An ongoing priority for the international humanitarian response is to reach newly accessible areas in the East and South of Ukraine, and to provide aid to previously unreachable and particularly hard-hit areas of Ukraine. 

CARE UKRAINE 

As CARE, we strongly believe in the importance of localization and recognize the invaluable skills and knowledge present in the local context. By working together, we can achieve quality responses and make a lasting impact on the lives of those we serve. CARE seeks to establish long-term, sustainable partnerships with civil society organizations especially WLOs/WROs that lead to more effective, locally driven, and impactful humanitarian responses, recovery, and development in Ukraine, improving the lives of the most vulnerable populations. In the first few weeks after the escalation of the war, virtually all humanitarian aid inside Ukraine was organized and implemented by local actors. These groups (together with local authorities) remain the principal aid providers but are quickly being exhausted of funds, fuel, and physical energy. Thereby, a considerable proportion of CARE's resources is dedicated to strengthening and supporting the capacities of local partners. 

As of September 2024, CARE Ukraine has established partnerships with over thirty local/national organizations (incl. WLO's/WRO's). From the more than 75 million euros that have been raised for Ukraine so far, more than 77% is allocated to national partners. Through the activities that have been implemented so far, CARE Ukraine has been able to reach more than 1.4 million people. While CARE Ukraine's country office is currently located in Kyiv, we also have offices in Lviv, Dnipro, Mykolaiv and Kharkiv.

Main responsibilities: 

Procurement 

• Acknowledge, review, deliver feedbacks, code, archive Purchase Requests (PR) and their annexes, according to Procurement SOP and Guidelines
• Prepare quotations requests or tendering documents after the approval of PR, according to the appropriate procurement procedure, in line with SOP and Guidelines, 
• Diffuse the request for quotations or tender documents in an equitable, timely and transparent manner, with appropriate level of diffusion according to the procurement procedures, according to SOP and Procurement Guidelines
• Collect the offers and prepare the Selection Bid Analysis or the selection committee documents according to the applied procurement procedures and formalize the decision with verifiable and objectively demonstrated argument based on pre edited selection criteria
• Conduct the vetting of the selected suppliers before placing any contract with a new supplier. Ensure the regular renewal of the vetting for all suppliers already incorporated in our database.
• Prepare contracts and or Purchase Order accordingly to decision made at selection stage, get it approved internally and then with the supplier
• Ensure the follow up and the respect of the contracts’ or Purchase Order’s terms regarding delivery terms and conditions
• Manage, in collaboration with requesters and transport/stock/asset logistics focal points, the acceptance of goods and services with appropriate documents (Good receive notes, emission of reserves)
• Collect necessary documents to issue payments and organize payment in collaboration with finance departments after submitting the complete validated file
• Collect all necessary documents toward suppliers regarding transport (waybill, packing list, certificate of origins, customs clearance certificate, pro forma invoice, hygiene certificate, quality certificates insurance), as well as agreed documents accompanying goods/services/works, as per contract/PO conditions, such as insurance, warranty, user’s manuals.
• Where applicable, when transport and customs clearance need to be organized through an outsourced solution, prepare required procurement file.
• Feed on daily bases, at each step of each procurement, the monitoring tools related to procurement such as the Procurement Plan, the PR tracker, the contract follow up, the vendor data base
• Support the Logistics & Procurement Manager in editing the cash forecast based on PR tracker and all known upcoming payments
• Manage the whole procurement files in a transparent, objectively justified, accountable, equitable, timely, rigorous and organized manner as per manuals, procurement plan, guidelines, and SOP
• Apply an appropriate, clear, accurate communication about relevant and necessary information with other stakeholders of the procurement process, at start, during and at delivery stage of the supply chain, including the non-exhaustive list of requesters, finance teammates, and logistics teammates
• Inform immediately to concerned stakeholders when blocking points are being identified. Requests for meetings with requesters or program focal point on ad-hoc bases, or request for instructions and advice by email after discussion issues with your line manager
• Ensure that the best quality for money is applied through each procurement and ensure a close communication with requesters and an overall follow up of your procurement, in order to avoid duplication of procurement as well as inappropriate purchase. Support the program department by proposing the best solution to answer their needs and objectives according to your market knowledge.
• Support the Procurement Coordinator in analyzing the Key Practical Indicators regarding our supply chain performances, and alert when bottle necks or systemic issues are identified
• Support the Procurement Coordinator in assessing the economical network through the Call for Expression process and in identifying new suppliers 
• Where necessary, support advanced bases in their procurement as well as partners

 Stock management

• Manage each stock request as per the SOP, in time and with correct required documents
• Update the stock report on daily bases and share it on weekly bases with concerned stakeholders
• Manage, follow and update the available space inside each warehouse of your area and communicate with all concerned stakeholders
• Manage, organize and arrange stocks as per CARE Ukraine SOP and guidelines
• Plan, organize and manage stock entries and stock requests, with the necessary documents (stock cards, out of stock request, waybill and GRN), produced/updated on time, correctly fulfilled and archived in soft and in hard copy, in orderly manner, as per related SOP
• Ensure and manage the appropriate safety and security measures are in place and that goods are secured (rodents/fire/flooding/robbery mitigation measures)
• Conduct regular physical inventory count checks, formalized, and signed. Where appropriate, investigate, report, propose corrective measures and produce necessary documents to justify the discrepancy (loss/damage/robbery report)
• Support the Logistics & Procurement Manager in forecasting the storage capacity and solutions for ongoing and new projects
• Follow up on stocks and ensure that there is no unnecessary sleeping stock and report when the fulfillment rate is too low for a long period of time
• Support the Logistics & Procurement Manager in intermediary and final reports regarding remaining stocks

 Asset and Inventory management

 In cooperation with the Procurement Coordinator

• Manage asset or inventory requests as per the Assets and Inventory SOP, in time and with correct documents (staff asset form), organizing and managing the transport and delivery to where it is requested
• Manage and update the asset and inventory report on daily bases and share it on monthly bases with concerned stakeholders
• Manage and follow on the asset and inventory maintenance follow up tool, including the warranty follow up, and ensure that necessary maintenances are carried out on time either internally or by outsourcing in order to avoid any breakdown
• Manage the tagging of all assets and inventories with archiving of relative documents in soft and hard copy (insurance, warranty, copy of invoice, user’s manual)
• Manage the storage of assets with appropriate safety and security measures in order to keep them safe and secured
• Deliver each user each user receiving an asset with necessary training in order to avoid misuse
• Conduct regular physical inventory count checks, for Assets and Inventories, formalized, and undersigned by inventorying team. Where appropriate, investigate, report, propose corrective measures and produce necessary documents to justify the potentials discrepancies (loss/damage certificate)
• Support  the Logistics & Procurement Manager in forecasting the asset needs for coming months/projects according to the wear rate and to the remaining estimated lifespan of existing assets
• Support the Logistics & Procurement Manager in intermediary and final project report regarding assets

 Transportation/Fleet management

• Manage and organize the movement requests for in city and intercity bookings, with appropriate communication and documents as per the Movement Request SOP
• Ensure that each movement planned is approved by security team
• Manage the movements of vehicles in an optimized manner, follow on fleet capacity, where appropriate report and justify the additional extra needs to the Logistics & Procurement Manager and Area Manager.
• Manage the vehicle maintenances on time as per the asset maintenance follow up, with outsourced purchase where necessary
• Ensure that the logbooks are in place aboard each vehicle, and well fulfilled by drivers
• Ensure that each vehicle contain security and safety means, as well as necessary documents (insurance, registration certificate, first ai kit, spare wheels, minimum mechanical tools, yellow jacket and triangle…). Take necessary actions where applicable when gaps are identified
• Manage the renewal of vehicles and drivers documents before expiry date, thanks to a formalized follow up tool. Insurances, registration documents, drivers license, mission orders… etc in line with the country regulation 
• Ensure that everyday, and previously to each vehicle movement, basic checks are carried out by drivers and formalized within a signed check list
• Ensure that each driver has a good knowledge of the area they are driving to and that they received a security and safety training
• Manage and update the fuel consumption follow up, and that each vehicle is refueled every end of week or previously to a long trip
• Manage the archiving of logbooks in soft and hard copy once complete
• Conduct regular physical inventories of vehicles, formalized, and undersigned. Where appropriate, investigate, report, propose corrective measures and produce necessary documents to justify the anomalies (loss/damage/robbery report)
• Support  the Logistics & Procurement Manager in intermediary and final project report for vehicles related matters
• Ensure that any transport of goods, for outsourced and internally carried items, are always accompanied with necessary documents. Draft necessary and or collect necessary documents such as waybill, mission order, packing list, certificate of origin, customs certificate, hygiene certificate, quality certificates and ensure their correct soft communication to the final delivery point
• Manage and prepare the shipment loading/offloading are well prepared, on time, with necessary physical means (workers handling tools and PPE), and that loading plans are drafted previously to the loading day.
• Ensure anticipation, coordination, and communications, in between concerned stakeholders, for each transport, optimizing the time and the resources.

 Facilities

• Manage the lease contract follow up for all facilities in Kiev area and up to date it when necessary in order to ensure the renewal of contracts on time and the forecast of expenses, within contract follow up tool
• Archive all lease contracts with their amendments in soft and hard copy
• Manage and update the allocation table of all guesthouses, on weekly bases, shared with concerned staffs and ensure that all guesthouses are ready on time for any newcomer, or visitors
• Manage any issue with the utilities, solving them in a time and appropriate manner. Where applicable, directly with the landlord (plumbery, electricity, heating system or internally when landlord’s responsibility is not engaged (breakdown of our own equipment, internet…)
• Manage the keys management for each facility and each room as an asset, with a follow up of the keys and their holders
• Manage the utilities follow up as part of the lease contract follow up, ensure it is up to date, and payment instalment for all related bills are paid on time, in collaboration with finance focal point
• Manage the facilities ticketing system with a simple SOP, shared with users for them to report any issue that they would encounter
• Forecast any need for additional building and report it Logistics & Procurement Manager with justification for it
• Identify and assess new buildings planned to be added to the park of facilities, in collaboration with security department, and edit the comparative table of the different options before to submit it to the Logistics & Procurement Manager
• Conduct an entry inventory report when a new building is rented, with landlord’s signature and picture of each room, taking note of each default
• Manage and ensure necessary rehabilitation works when renting a new building, negotiating with the landlords in order to have those works done previously to start the rental contract
• Manage and ensure the installation and maintenance of functional office space(s) and guesthouses in an adequate living condition. Ensure the application of defined safety and security measures and make inspection visits to assess the rehabilitation needs of facilities when required
• Ensure that facilities have appropriate IT and Communications infrastructure and equipment allowing permanent communication between offices. Ensure that all staffs in the mission have proper training on how to use communications equipment available (e.g. satellite phones, PTT, trackers, computers, smart phones, etc.)

 Archiving

• Ensure that all documents produced for all above subject are orderly archived in hard and soft copy, as per the SOPs and archiving tree defined by the Logistics & Procurement Manager
• Ensure that all archives in hard copy are marked according to the evacuation plan, by the three categories: to be left, to be taken and to be destroyed (green mark, orange mark, red mark). And ensure that destruction means are ready. Ensure that all electronic devices containing sensitive information are part of the evacuation plan

 Communication

• Manage a smooth, anticipated, and optimized communication with internal stakeholders of Kiev Log department, as well as with other departments, and with stakeholders from other CARE Ukraine offices, when necessary, at the appropriate level of management, according to SOP, logistics users guide and to necessity

 Safety and Security

• Ensure the readiness of the logistics aspects for potential evacuation, relocation, and hibernation, as well as any other contingency plan.
• Identify and report to the Logistics & Procurement Manager and the Security team monitoring on any gaps or issues that may compromise the security of employees.
• Ensure the good respect of security rules within logistics operations.
• Ensure a safe environment within CARE’s workplaces, programs, and communities by upholding safeguarding standards that prevent sexual harassment, exploitation, abuse, and child abuse (SHEA-CA).
• Ensure compliance to CARE Ukraine Safety & Security Policy and Procedures and Standard Operating Procedures as guided by the Safety & Security Manager both in the office and when in the field.
• Attending the necessary Mandatory Safety & Security Induction on the first week of arrival and attend the Safety & Security Training as registered by the Security Team.
• Responsible for personal health, safety and security while working with CARE Ukraine. Immediately inform Safety & Security Manager/Deputy or Area Safety & Security Coordinator when in field in case incidents related to health/safety/security take place.

 Requirements & Qualifications:

The post holder should be able to demonstrate the following attributes:

• Relevant University or Technical degree preferably in Logistics, Engineering, Business, Finance or equivalent experience in logistics, minimum 5 years, including 2 years in non-profit/humanitarian sector.
• Good capacity in equipment’s maintenance, facility maintenance and/or administration.
• Good organizational and planning skills.
• Details oriented, meticulous, efficient and logical, the ideal candidate should demonstrate a good capacity to administrate and coordinate various type of flows.
• Possesses excellent oral/writing communication skills in English and Ukrainian.
• Ability to work in a stressful environment and able to prioritize high workload with multiple tasks in fast-paced environment with tight deadlines.
• Good computer skills – Microsoft Outlook, Word, Excel, Google, Teams/Sharepoint a plus.
• Willing to travel to the field when required, infrequent bases.
• Ability to work as part of a team and culturally sensitive and able to work in multi-cultural team.
• Results/action-orientation.
• Unquestionable personal code of ethics, integrity, diversity and trust.
• Detail-oriented, and self-starting.
• Strong belief in human rights and gender equality.
• Highly confidential.

Accountability within CARE 

A commitment to CARE values and CARE's integrity framework is critical to working with CARE. Any candidate offered a job with CARE will be expected to adhere to the following key areas of accountability: 

• Comply with CARE's policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm principles and unacceptable behavior protocols. 
• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area. 
• Report any concerns about inappropriate behavior of a CARE staff or partner. 

Safeguarding 

Children and vulnerable adults who come into contact with CARE as a result of our activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury, and any other harm. One of the ways that CARE shows this ongoing commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates. 

Gender equality 

CARE is committed to meeting the standards of the CARE International Gender Policy (2019). Through this policy, CARE seeks to promote the equal realization of dignity and human rights for girls, women, boys and men in all diversities, and the elimination of poverty and injustice. Specifically, this policy seeks to improve the explicit incorporation of gender in programmatic and organizational practices. 

How to Apply:

CARE values equal opportunities and diversity. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status or disability. 

Please send your CV (in pdf format max. 4 pages) and a cover letter in English to < Отправить резюме >, no later than 14 March 2025. Please name your documents Surname_CV, Surname_Cover Letter. Put LOGISTICS & PROCUREMENT OFFICER – SOUTH  as the subject title of your email. 

CARE encourages applications from female candidates, people with disabilities and veterans. However, all qualified candidates are welcome to apply.

Please note that only shortlisted candidates will be contacted.