Logistics Coordinator Partnership (National Position)

Location: Lviv with frequent travels to Kyiv, Dnipro and Odessa (70% of travel)

Reporting line manager: Logistics Manager

Duration:12 months renewable

Conditions: Employment contract, gross monthly salary between 3,105.59 Euros and 3,354.04 Euros depending on proven relevant experience for the post.

Starting date: ASAP

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, through its 21 members, as both a practitioner and thought leader, CI’s work reaches over 100 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. We recognize that power relations between people and within systems and structures are unequal and that these are entrenched in our broader systems, structures, and institutions.

At the core of the CI Confederation is a globally distributed Secretariat, which provides coordination and support to its members in areas including governance, strategic planning, communications, membership development and accountability, advocacy, humanitarian response, and program development. In addition, the Secretariat represents the CI Confederation at the United Nations and the European Union and with other external stakeholders.

CONTEXT IN UKRAINE

On 24th February 2022, Russia’s 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 controlled by Russian forces as well as cities under siege. Aerial attacks on military installations and critical civilian infrastructure are conducted throughout the whole territory of Ukraine, often resulting in collateral civilian casualties. The conflict has caused the largest population movement in Europe since World War II, with 6.24 million displaced within Ukraine and 7.68 million refugees having fled to neighboring countries. By October 26, OCHA had counted 17.7 million people in need of humanitarian assistance.

During the winter 2022 -2023, anticipated to be the worst in decades, at least one-third of the country’s energy infrastructure is damaged, leaving millions without heating and access to water. In October, the Russian Federation claimed to have annexed four Ukrainian oblasts, further increasing the challenge of access to these areas. In addition to preparing the population for the approaching winter, an ongoing priority for the international humanitarian response is to secure access to recently liberated and recaptured areas in the East and to provide aid to previously unreachable and particularly hard-hit areas of Ukraine.

CARE UKRAINE

As a new actor in Ukraine, CARE prioritizes a locally led response and is partnering primarily with Civil-Society Organizations (CSOs), National NGOs, local authorities and, INGOs with a longstanding presence in the country and access to hard-to-reach areas. CARE Ukraine deliberately and strategically prioritizes partnerships with local and national Women Led and Women Rights organizations (WLO’s/ WRO’s), in line with CARE’s Gender in Emergencies (GiE) principle and the Women Lead in Emergencies (WLiE) approach.

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 November 2022, CARE Ukraine has established partnerships with twelve local/national organizations (including four WLO’s/WRO’s) and five international NGOs. From the more than 28 million that has been raised for Ukraine to date, more than half is allocated to local/national partners. Through the activities that have been implemented so far, CARE Ukraine has been able to reach 550,030 people, including IDPs and affected populations in hard-to-reach areas.

While CARE Ukraine’s office is currently located in Lviv, we are continuously working on strategically expanding CARE’s presence and reach with plans to open an office in Kyiv as well as field offices in Dnipro and Odessa, so covering both the East and South of the country.

OBJECTIVE OF THE ROLE

We are seeking to hire a Logistics Coordinator Partnerships (LCP) to monitor, coordinate and support our CARE Ukraine partners regarding the implementation of logistics operations funded by CARE Ukraine, in order to ensure compliant and smooth implementation of projects.

Working under the direction of the Logistics Manager, the LCP will be responsible for supporting CARE Ukraine partners in the implementation of their logistics operations. Building and creating a trustful, mutual interest, and supportive relationship, the LCP will answer the different needs of partners, in terms of guidance, training, organizational issues, means supports, on all aspects of their supply chain and logistics challenges. The LCP will also help in coordinating multi partner logistics operations, suggest and offer solutions, fluidify the exchange of information, as well as controlling the compliance of logistics and procurement operations.

ROLE RESPONSIBILITIES:

Procurement

• Support partners in reviewing and building their procurement plan
• Consult and review partners’ due diligence processes and where needed, support partners in improving and implementing their procurement guidelines, SOPs and give recommendations for improvement if necessary, when gaps and risks are identified.
• Review and validate partners’ purchase files at Purchase Request (PR) level, with support of the CARE Program Manager for technical specifications, and before the Purchase Order (PO) stage when the planned expenses are above the agreed thresholds between the partner and CARE Ukraine
• Verify that each partner has a Procurement Request Follow Up tool in place, if not, support them in implementing one
• Conduct a preventive audit on a batch of 10 randomly chosen purchase files funded by CARE Ukraine, among partner’s ledger book, from a range of different procedures (1 quote, 3 quote, tenders), every 2 months (to be adjusted), for each partner, from the PR to the Good Receive Note (GRN), in line with contractual guidelines and SOP agreed in between the partner and CARE Ukraine.
• Formalize the results of the preventive audit in a report, with observations and recommendations, shared with the line manager and the partner’s logistics focal point
• Support in archiving system of the purchase files, verify they are orderly and logically organized with sustainable sequential numbers, propose solutions
• Deliver appropriate trainings according to observations made in line with audit report, regarding good practice and principles which must be applied through the procurement process
• Mid and long term, identify, facilitate, support, or manage the purchases which can be merged after consulting the partners and CARE Ukraine Logistics Manager

Asset management

• Consult and review the due diligence process – support partners in improving and implementing asset management guidelines and SOP, with an asset definition matching the donor’s requirement, and give recommendations for improvement if necessary. If risks are identified, provide partners with necessary tools, templates and support in building their SOP.
• Conduct a preventive audit, every 3 months (to be adjusted according to situation and needs),on the asset management for equipment funded under CARE. The sample of audited assets shall count 10 assets at each audit, verifying their condition, location and documentation.
• Formalize the results of each preventive audit in a report, with observations and recommendations, shared with the line manager and then with the partner’s focal point.
• Deliver appropriate trainings according to observations made in line with audit report

Stock Management

• Review the due diligence process – support partners in improving and implementing stock management guidelines and SOP and give recommendations for improvement if risks/gaps are identified, providing partners with necessary tools, template and support/solutions
• Verify that each partner has a stock report which is up to date, archived regularly with stock cards, “out of stock requests” and waybill/GRN copies (for entries justification).
• Conduct a preventive audit, on regular bases (from 3 to 6 months frequency), for each partner, on their stock management. Give support, guidance and training, in case the minimum international standards are not applied and discrepancies detected.
• Formalize the results of the preventive audit in a report, with observations and recommendations, shared with the line manager and then with the partner’s focal point
• Deliver appropriate trainings according to observations made in line with audit report
• Ensure coordination between partners when logistics operations are done in cooperation between Partners, and between CARE Ukraine and partners (Storage space available, availability of loading and offloading means etc)

Fleet management

• Consult and review the due diligence process – Verify that each partner has logbooks for all vehicles and generators, with accompanying fuel consumption and maintenance follow up tool.
• Conduct physical spots checks with the asset preventive audit, in order to verify that logbooks are present and correctly updated in each vehicle or on each generator funded by CARE Ukraine, and match with fuel and maintenance follow up
• Formalize results in a report, with observations and recommendations, and share with the line manager and the partner’s focal point
• Deliver appropriate trainings according to observations made in line with physical spot check’s report

Transport management

• Provide partners with training on transport management – waybill, packing list, loading plan, legal documents according to the nature of the goods
• Coordinate between CARE Logs team and partners, the potential transport of in-kind donations and supplies carried out by CARE or inter partner logistics operations.

Archiving and reporting

• Verify that each partner has an archiving system in place, in hard and soft version, organized to easily identify any required file. Provide support if necessary
• Create logistics biannual report template for partners, containing: the asset list, the list of purchase files carried out including amount and nature during the concerned period and the stock report extract for all activities founded by CARE Ukraine. Distribute this report among all partners and request partners to use on a regular basis.

Cooperation – Others

• Meet with each partner on regular bases and build a trustful, supportive, and a mutual interest relationship.
• Support the partners with their requests for improvement, training, questions under the supervision of the Log Manager and in cooperation with other concerned departments
• Support the Logistics Manager in drafting proposals involving partners regarding the feasibility and the supply chain strategy
• Support CARE Ukraine procurement team with everyday tasks when workload allows it
• Support the meal department with data collection from partners reports if requested
• Report challenges and observations to the Log Manager, seek for support, assess the need of additional resources for handling all above listed tasks, and propose solutions.
• Ensure appropriate communication and do not engage CARE Ukraine means without approval from the line manager

ESSENTIAL CRITERIA:

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

• University degree preferably in Logistics, or in Business/Finance if not, or equivalent experience in logistics. Minimum 5 years logistics/supply chain, including 2 years in non-profit/humanitarian sector, with an experience at similar levels of responsibility
• Good understanding of humanitarian principles or public/private tenders governing the procurement processes,
• Good understanding of basic economic principles
• Good listening and negotiation skills as well as being comfortable when speaking in a group or in public
• Detailed oriented, meticulous, efficient, and logical
• 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.
• Strong computer skills – Microsoft Outlook, Word, Excel, Google, Teams/SharePoint a plus
• Willing to travel to the field on a frequent basis.
• Ability to work as part of a team and culturally sensitive and able to work in multi-cultural team.
• Results/action-orientation; organizational management skills
• Unquestionable personal code of ethics, integrity, diversity and trust
• Capacity in creating systems, processes, and procedures
• Detail-oriented, organized, and self-starting
• Strong belief in human rights and gender equality

Accountability :

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 behaviour protocols.
• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within the programming area.
• Report any concerns about inappropriate behaviour of a CARE staff or partner.

Safeguarding:

Children and vulnerable adults who come into contact with CARE as a result of CARE 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 on-going 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.