Jr. Logistics Officer & Driver

About us:

ActionAid is a global federation working for a world free from poverty and injustice. ActionAid’s Regional Office for Eastern Europe was established in Kyiv in 2022 and is covering projects in Ukraine, Romania, Poland, Moldova and Georgia. ActionAid works through a wide range of local partner organisations in the nexus, prioritising young people’s leadership, civil society development, women’s rights and leadership, the protection of at-risk groups and minorities, as well as humanitarian assistance.

The Role:

The Junior Logistics Officer and Driver works with the Operations Department and is responsible supporting ActionAid Eastern Europe’s procurement processes, office administration & general services, asset management, and driving the team during field visits.

The role is based in Kyiv and reports to the Operations Coordinator. The role works closely with Operations and Finance teams as well as other colleagues based in Moldova, Poland, Romania and Spain.

Tasks and Priorities

1.Logistics and Procurement (40%)

•Support the procurement process through developing procurement plans, calling suppliers, evaluating bids, and cross-checking documentation, in line with ActionAid’s policies, donor compliance rules, and Ukrainian legislation.

•Develop and mantains supplier databases and inventories of equipments and assets.

•Collect and deliver mail, packages, and equipment, maintaining records of all deliveries.

•Assist office staff with filing, photocopying, procurement, and managing store supplies.

•Support the needs of AA visitors (sim-cards, emergency funds, etc.).

•Provide and update weekly or daily movement plans for the team.

•Conduct oneself professionally and personally to uphold the organization’s mission

2.General Services (30%)

•Manage general office facilities and the ActionAid Guesthouse and ensure their proper equipment and maintenance, including cleaning, repairs, and utility management.

•Coordinate office supply procurement, ensuring adequate stock levels of essential items.

•Oversee the maintenance of office equipment such as computers, printers, photocopiers, and communication devices.

•Assist with organizing and setting up for internal and external events, meetings, or workshops.

•Monitor and report on utility consumption and ensure timely payment of bills.

•Serve as a point of contact for service providers and vendors to ensure smooth operations.

3.Driving, Road Safety and Maintainance (30%)

•Drive staff to designated areas for program-related activities on time.

•Operate and drive organizational vehicles following government legislation, organizational policy, and security guidelines.

•Maintain a log of all journeys, services, and maintenance in the vehicle logbook.

•Prepare and submit monthly vehicle fuel and maintenance reports to the Administration Officer.

•Ensure vehicles are clean, well-maintained, and equipped with essential spares, tools, fuel, water, and first aid kits.

•Conduct regular audits for vehicle security.

•Inspect vehicles for safety, fuel, oil, and water before departure.

•Ensure regular vehicle servicing and confirm insurance validity.

•Update and sign the vehicle logbook with the officer in charge of the trip.

•Handle security incidents, accidents, or repairs and report them to the Operations Coordinator.

(The responsibilities of this position are subject to change as required by the rapidly evolving context.)

Who we're looking for:

•A bachelors degree in a relevant discipline.

•At least two years of relevant experience working for international NGOs in similar positions.

•A minimum of two years experience as a logistics assisstant, procurement assistant, finance assistant.

•Experience in supporting donor-compliant procurement processes and managing assets (incl. cars, offices, guesthouses etc.).

•A strong knowledge of Ukrainian rules and regulations related to procurement.

•Strong sense of professional integrity and trustworthyness.

•Proficiency in Ukrainian, and at least intermediate skills in English.

•In addition, ActionAid requires potential candidates to have:

O A valid drivers licence Category B (manual transmission).

O Three years of accident-free driving, and a general understanding of defensive driving in agency cars.

O Strong knowledge on road safety rules and regulations.

O Basic training in mechanics and a first aid training are preferred.

•Exceptional interpersonal skills: tact, patience, diplomacy, confidentiality, and appropriate assertiveness when communicating with donors and partners.

•Consultative and empowering working style and willingness to learn from others.

•In addition, we expect:

O A strong commitment to AA’s vision, mission, and values, especially the rights-based approach and the principles of equal opportunity as outlined in ActionAid’s Code of Conduct.

O A strong commitment to embedding feminist leadership and ActionAid’s humanitarian signature.

O A strong commitment to adhering to and promoting ActionAid’s approach to Sexual Harassment, Exploitation, and Abuse and other Safeguarding concerns (including child abuse and abuse of adults at-risk)

O A strong understanding of and commitment to women’s rights and cultural sensitivity.

O A commitment to the importance of downward accountability to rights-holders and transparency in humanitarian response.

What we offer:

ActionAid is committed to providing a welcoming, supportive workplace where we recognize a job well done, encourage close collaboration and sharing power, and where safeguarding standards and feminist leadership are exemplified everywhere. At ActionAid, you can look forward to a fair compensation package and a flexible working environment, including.

•A workplace that embraces intersectional feminist principles

•Flexible, family-friendly working arrangements.

•Salary and conditions according to ActionAid’s salary grid for national candidates.

How to apply:

Please send your CV and cover letter as pdfs in English (no more than 2 pages each) to Отправить резюме   with the reference Ukraine – Jr. Logistics Officer.

This offer is contingent upon pending funding applications for the role.

ActionAid conducts thorough reference checks before making an offer.

Due to high volumes of applications received, we can only correspond with short-listed applicants. Should you not have received feedback on your application within two weeks of the closing date, please consider your application as unsuccessful.

ActionAid will not consider unsolicited candidates from recruitment agencies.

ActionAid reserves the right to modify, re-announce, or withdraw any of our vacancies at any time.

ActionAid is committed to recruiting candidates who promote ActionAid’s SHEA and Safeguarding policies and values and will only recruit candidates who are committed to SHEA and Safeguarding and ActionAid’s values, thereby helping to create safer working cultures.

ActionAid collects and processes personal data relating to job applicants as part of any recruitment process.

ActionAid is committed to being transparent about how we collect and use that data and to meeting our data protection obligations. Please visit our website https://actionaid.org/privacy-and-cookies or click the link Privacy notices to view our GDPR Privacy notice.