Logistics Manager for Ukraine

Contract Length: 12 months with possibility of extension

Country Programme: Ukraine

Base: Kyiv

Line Manager: Head of Logistics and Procurement Department

About PIN Ukraine:

People in Need (PIN) has been active in Ukraine since early August 2014. Currently, PIN is one of the major humanitarian actors in Ukraine responding to the recent military escalation providing humanitarian aid to conflict-affected people across Ukraine. Since 2014, PIN has implemented emergency food and cash assistance, NFI, shelter, protection, livelihoods and WASH interventions supporting 3 million vulnerable IDPs, returnees and host communities in urban and rural areas. Since the escalation in February 2022, PIN has scaled up its response from working in 2 Oblasts to working in 23 of the 24 Oblasts in Ukraine, increasing its number of partners, staff, offices and budgets.

About the role:

Under the overall supervision of the Head of Logistics and Procurement Department, the Logistics Manager is responsible for effective delivery of logistic support to the mission to achieve timely and quality service to programs and beneficiaries of the People in Need (PIN) Ukraine. The Logistics Manager oversees and provides solutions to a wide spectrum of issues related to logistical planning and budgeting, passenger transportation and accommodation, office and guesthouse administration, and related HR, financial and contract management. S/he works closely with program and other operations personnel to develop joint approaches and solutions. S/he promotes a collaborative, client-focused, quality and results-oriented approach. The key results have an impact on the overall mission efficiency and success in implementation of programs.

Main Duties & Responsibilities:

• Manage the Logistics national team while ensuring it has sufficient capacity both in number and qualification and securing their continuous capacity building based on personal development plans;
• Ensure that Systems and Operations support the implementation of the Country Strategy and that procedures and regulations are implemented in full transparency and in compliance with donors´ and PIN rules;
• Ensure that key support policies are continuously updated as required and adjusted to the context;
• Ensure standardization of processes/procedures related to logistics.

Transportation Management :

• General management of the organization’s own and leased passenger vehicles;
• General management of cargo transportation of the organization;
• Monitors the logbook data verification system;
• Optimizing the use of rented cars;
• Participates in the assessment of the transport market and offers new solutions;

Warehouses management:

• General management of the warehouse coordination system;
• Participation in decisions on closing and opening new warehouses;
• Optimizing the operation of warehouses;
• Monitoring the correctness of warehouse accounting;
• Control of inventories, control of discrepancies and identification of their causes;

Base management:

• General supervision of the management of all PIN bases;
• Participation in decision-making on the opening of new and closing of old bases;
• Continuous improvement of the system of organization and control of business trips;

IT management:

• Implementation of new IT solutions in the activities of the organization;

Asset management:

• Ensuring registration of new property and write-off of old property;
• Supervision of periodic property inventories;
• Improvement of the property registration and accounting system;

Logistics staff management and cooperation:

• Direct management: Logistics Coordinator, IT Coordinator;
• Indirect management: logistics specialists;
• Conducts personnel evaluations and determines the structure of the department and the distribution of responsibilities;
• Communicates with managers and staff of other departments on issues of logistical support;
• Communicates with colleagues from other NGOs, partners, donors and Logistic Cluster

Control and development of the department

• Control of the department’s activities and compliance with all internal standards, policies and procedures of the organization;
• Initiation, development and implementation of improvements to the performance indicators of the department; implementation of innovations;
• Ensures availability of reports in all logistics areas;
• Analyzes the work of the department;
• Ensures targeted use of the organization’s funds in all areas;
• Makes periodic visits to various PIN offices.

Main requirements:

• University degree (bachelor or higher) in logistics management, supply chain management, administration, purchasing etc.;
• Significant previous experience with managing systems, particularly logistic
• At least 5 years in logistics or management, 2 years in NGOs;
• Experience in managing high-sized teams;
• Fluency in English, Ukrainian and/or Russian on at least B1 level;
• Ability to work in difficult conditions and under pressure
• Ability and willingness to travel throughout Ukraine including to higher-risk zones;
• Experience in capacity development;
• Independent thinking and ability to make autonomous decisions;
• Strong written and verbal communication skills

PIN Offers:

• Working environment in a well-established middle-sized and continuously growing humanitarian organization in a challenging context;
• Salary and benefits according to PIN salary scale and HR policies; expected salary 2550-2850 EUR super gross (based on experience)
• Monthly subsistence allowance of 1350 EUR
• Hardship allowance
• Accommodation/housing allowance;
• 25 days of holiday per year
• R&R policy
• Travel health insurance (covers health care incl. the repatriation);
• Reimbursement of travel expenses with travel to the country of residence once every 6 months of work;
• Reimbursement of costs of visas and vaccinations; assistance with the visa application procedure;
• Reimbursement of the medical check-up before and after the deployment;
• Free 24/7 medical helpdesk and psychological consultation available online;
• Free access to e-learning sites, global PIN’s Induction Training, Knowledge and Learning department onboarding, and individually tailored capacity-building opportunities; incl. HEAT training

People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and is committed to promoting the welfare of children and adults with whom People in Need involves. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp). People in Need Staff will undertake the appropriate level of training.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.