Logistics, Security & Access Officer Ukraine – M/W

ABOUT LA CHAÎNE DE L’ESPOIR

La Chaîne de l’Espoir is an international Non-Governmental Organization (NGO) founded in 1994. Its mission is to strengthen health systems to give everyone, especially children, the same chances of survival and development.

We work in 28 countries with a comprehensive approach, focusing on children, mothers and disadvantaged communities:

• Prevention and screening from an early age, particularly through school health programs.
• Care and surgery, to meet the most urgent needs of children and their mothers.
• Strengthening the medical and surgical workforce thanks to our international network of experts.
• Construction and equipment of hospital structures adapted to local needs.

CONTEXT

La Chaîne de l’Espoir has been working in Ukraine since March 2022. The goal of La Chaîne de l’Espoir is to increase access to quality, medical and surgical care for Ukrainian population and wounded people. To date, La Chaîne de l’Espoir has supported 12 hospitals in the most affected oblasts (Mykolaiv, Kharkiv, Dnipro, Cherkasy, Lviv, Kyiv), providing 28 tons of traumatology kits, oral and injectable medications, operating room material and biomedical equipment. With its partner Mehad (ex UOSSM-Fr), La Chaîne de l’Espoir has provided training of health providers from all over the country in war medicine techniques (emergency ultrasound, surgery, psycho-trauma).

Given the evolution of the situation in the country La Chaîne de l’Espoir plans to continue its support to the hospital health system, especially to ensure better access to trauma and surgical care in the most affected oblast and newly accessible areas. La Chaîne de l’Espoir plans to assess the infrastructure needs (reconstruction/rehabilitation) of health facilities and provide technical feasibility study of structures if needed. La Chaîne de l’Espoir will also consider needs on paediatric emergencies during its intervention.

CDE Ukraine Team will be as follow:

• Head of Mission
• Medical Referent
• Administration and Finance Officer
• Logistics, Security & Access Officer

POSITION AND MISSION

The right candidate will have proven logistics, procurement and safety/access management experience with NGOs if possible. The position comprises procurement, logistics and security tasks. CDE is looking for a hands-on team player who exercises independent judgment while performing logistic duties and demonstrates capacities to implement, assess, and maintain strong systems and procedures. Together with the Head of Mission, the Admin/Fin Officer and the Medical Referent, the Logistics, Security & Access Officer determines CDE’s logistic, procurement global strategy in the country and consolidates and communicates logistics information at the heart of the mission to HQ and coordinates internal and external logistics reports. In addition, the candidate contributes to manage the security of CDE’s members and premises in Ukraine under the Head of Mission responsibility. She/He will develop, implement and monitor appropriate measures within the frame of CDE’s operations in Ukraine and according to CDE’s protocols, standards and procedures in order to participate in CDE’s risk reduction strategy in Ukraine.

MAIN ACTIVITIES

Facility management:

• Be responsible for the proper functioning of CDE’s offices and guest house at every level: security, safety, cleaning, general maintenance, local insurance, layout and comfort in coordination with the Head of Mission.
• Manage all the contracts and suppliers related to general maintenance and daily supply such as: electricity, stationery, air conditioning maintenance, food etc.
• Ensure proper follow up of HR movements between CDE’s different sites, and welcome visitors from abroad in coordination with HQ in Paris.

Procurement:

• Set-up, update the procurement plan and be responsible for all procurements for the projects and the office, in time, and according to the better value for money principle.
• Optimize sourcing (local, regional or international) considering price, quality, lead time and security/safety or custom clearance issues.
• Negotiate with the suppliers to obtain the most beneficial conditions for the projects and/or the office (delivery, price, payment terms, guarantee etc.) and draft procurement contracts before legal /HQ validation.
• Implement CDE’s and/or donor’s procurement policies and procedure in collaboration with the Logistics Advisor
• When relevant, negotiate framework agreements to reduce procurement costs.
• Ensure the procurement files eligibility and appropriate archiving.
• Update procurement and supplier’s database, and maintain contact with other NGOs to increase his/her knowledge and analysis of the different markets.
• Ensure that purchase files are correctly archived.

Stock management:

• Guarantees the management and monitoring of the mission’s stock, according to CDE procedures and tools.
• Be responsible for the efficient management of the office and project stocks: In/Out movements record, storage conditions, security, out-of-stock prevention.
• Ensure the movement/transfer of documents is properly referenced. He/She checks stock reports on a monthly basis.

Equipment Management:

• Be responsible for the good management of all the project and office devices (inventory).
• Ensure CDE’s or donor’s equipment management procedure implementation, from the purchase to the final donation/transfer of assets or inventory exit.

Fleet Management:

• Ensure that the fleet available for the office and the project is adequate and constantly operational.
• Implement and control CDE’s fleet management procedure (security and safety, Car rental follow-up).
• Follow up on movement and coordinate closely with the Head of Mission, the HQ logistics Advisor and the HQ Security Referral to coordinate with local authorities.

Freight and transportation:

• Coordinate with the logistics department at headquarters for the shipment of merchandise coming from abroad and supervises the potential process involved with clearing customs.
• Plan and supervises the shipment and delivery of materials up to their final destination.

Security & Access Management:

• Implement safety and security protocols.
• Carry out briefings on safety and security.
• Assess and control the implementation of basic safety and security elements and procedures, their operation and knowledge/use by the team.
• Provide support and advice to teams in the roll-out of safety and security rules.
• Immediately report any malfunctions, events, threats to the safety of CDE people or property.
• Lead a network in order to collect reliable and regular information.
• Identify key actors and reliable sources of information.
• Actively participate in various communication channels (OCHA, UN agencies, other NGOs, local authorities, etc.)
• Maintain contact lists (internal and external) up to date.
• Conduct permanent contextual monitoring.
• Contribute to risk analyses.
• Contribute to drafting incident reports, check before sending to headquarters, etc.
• Develop recommendations.
• Supervise the presence and proper functioning of the equipment and materials necessary to ensure the safety and security of the teams on site (hibernation kit, satellite telephone, radio, first aid kit, fire extinguishers, etc.)
• Represent CDE both internally and externally.
• Incident reporting / key developments and analyses to the HOM.
• Make sure, above all, that questions of safety relating to the utilization of vehicles (authorized people, exceptional circumstances, safety equipment etc) are appropriately addressed.

Internal control:

In close coordination with the Head of Mission, liaise with HQ’s Head of Internal & Audit and Logistics Advisor for ad-hoc audit on & logistics and procurement procedures.

Tasks and responsibilities are subject to modifications according to the needs.

EDUCATION AND EXPERIENCE

Education:

• A certificate or degree in logistics, procurement, supply chain management, operations management, transportation and security management.

Professional experience:

• 2-4 years’ work experience in a similar logistics/procurement and security position is desirable (INGO experience is an asset).
• A solid experience in operations and security management at field level (at least two years) is desirable.

Languages:

• Ukrainian native speaker
• Good verbal and written communication skills in English (B2 level)
• French is an asset.

Personal qualities:

• Adherence to humanitarian principle and CDE’s code of ethics
• Strong security context analytical skills and in-depth knowledge of Eastern Ukraine
• Excellent organizational and communication skills with exceptional attention to detail
• Strong time management skills
• Knowledge of the various local contacts
• Ability to work independently and collaboratively
• Patience, flexibility and capacity of adaptation
• Computer proficiency in Microsoft Office Package
• Good interpersonal skills
• Demonstrated capacities to work with colleagues

GENERAL TERMS & CONDITIONS :

CDE applies a ‘zero tolerance’ policy with regard to all misconduct affecting the professional credibility of its employees: CDE staff, partners (local or international) and service providers.

Safeguarding & PSEA:

CDE policies ensure the protection of children and vulnerable adults; protection includes any harmful activates that might put vulnerable in risk, sexual exploitation, injuries or any other kind of harm. We expect from our employees to show full commitment to all policies.

Accountability to CDE Policies:

CDE Ensures a transparent and fair competitive recruitment process for all applicants. At the same time, CDE expect from new employees to apply “no harm” principles and adhere to CDE policies and regulations in the areas of information confidentiality, Safety & Security, CDE reputation, and data protection.

Conditions:

• National position only, 12 months
• Full time position, based in Ukraine (Kyiv)
• Desired starting date : July 1st, 2023
• Salary: according to profile and experience