Procurement & Logistics Officer – national position

Procurement & Logistics Officer, Ukraine – national position

Location: Based in Kyiv and frequent travel to fields

Starting date: as soon as possible

Duration of Contract: 1 year contract with possibility of extension

Position type: full-time

The closing date for applications: 4 December 2022

Reporting to: Ukraine Country Team Leader

Lutheran World Federation (LWF) World Service

LWF World Service is the internationally recognized humanitarian and development arm of The Lutheran World Federation (LWF). Today, World Service is a widely recognized, international, faith-based organization present in 27 countries. In response to the crisis in Ukraine, World Service has established an operation in Kyiv and is supporting communities in Chernihiv Oblast, with expansion planned in eastern Ukraine. World Service aims to support internally displaced persons and other affected communities in close coordination with the German Evangelical Lutheran Church of Ukraine.

Summary of the position

Timely procurement is one of the key factors for the success of LWF programs and activities related to Ukraine Crisis response. The Logistics and Procurement Officer plays a key role in making sure that all procurements and shipments of goods are taken care of in a timely manner, respecting all the relevant policies and procedures that ensure a transparent procurement process.

ROLE AND RESPONSIBILITIES:

• Carries out procurement and logistics activities by following the standard Procurement policy and regulations along with compliance of donor guidelines and regulations, in a highly professional and credible manner.
• Contributes to creation of procurement guidelines and other procurement documents and templates for LWF Ukraine country program.
• Ensures cost-efficiency during the whole procurement process and work towards provisioning LWF’s online procurement system.
• Prepares procurement plan and procurement calendar, keeps procurement plan and vendor list updated including pre-qualifying vendors, conducts price review exercises, and ensures timely procurement and policy consistency.
• Manages processes related to bids/quotations and ensures transparency and confidentiality of all information pertaining to bidding.
• Ensures that timely LWF purchase order is duly approved and proper contract is signed between LWF Ukraine and selected suppliers for items agreed through the process.
• Ensures compliance to Government Policies related to procurement.
• Ensures that all procured items are well received as per the specification and agreement with suppliers and kept in right order.
• Ensures that after receiving the items, supplier is given a “goods received note” which will be the basis for payment.
• Ensures that store records are well maintained for all items in warehouse.
• Ensures that all items are issued in a timely manner in coordination with field office staff and necessary documents are prepared in the process of issuance.
• Identify proper means of economical transport to different distribution locations and LWF Field Offices.
• Organizes transportation to all distribution points as per the distribution plan and schedule in coordination with the Program Coordinator and other relevant colleagues and partners.
• Maintains secure and reliable communications and IT systems and equipment at office.
• Prepares monthly progress reports in coordination with Program Coordinator and relevant staff from LWF Field Offices
• Other tasks as may be required

EDUCATION AND EXPERIENCE:

• Minimum of 2 years’ experience in a logistics/procurement role
• University degree in logistics or business administration or other relevant academic discipline
• Knowledge of accountability standards like the Core Humanitarian Standard (CHS), Sphere, and the principle of Do No Harm desirable
• Proficiency in Microsoft Office tools, particularly Excel

REQUIREMENTS:

• Knowledge of procurement processes and related documentation
• Knowledge of relevant suppliers and transportation options relevant to local context
• Ability to work under minimal supervision, with multiple deadlines and sometimes irregular working hours
• Ability to work as part of a team and to manage and communicate effectively within the team
• Ability to learn quickly, take initiative, and be accountable for results
• Flexibility and creativity in planning and problem solving
• Ability and willingness to remain mobile, to work in highly intense and fluid work environments
• Flexibility and ability to cope with potentially stressful situations
• Strong interpersonal and communication skills including good listening skills and ability to give and receive feedback
• Capacity to build and maintain relationships and to work effectively in a multicultural and multi-ethnic environment
• Willingness to travel around Ukraine in different field locations as needed

Languages:

• Proficiency in written and spoken English
• Proficiency in written and spoken Ukrainian

Core competencies:

• Accountability, sense of responsibilities
• Organizational skills
• Respect for diversity
• Flexibility & Adaptability
• Organizational Awareness
• Teamwork & Collaboration
• Commitment to Continuous Learning
• Client and Result Orientation