Procurement & Logistics Officer (Ukrainian Nationals Only)

Polish Humanitarian Action (PAH) is looking for a Procurement & Logistics Officer (Ukrainian Nationals Only) to oversee and support the humanitarian assistance programs and manage the logistical operations and procurement activities of PAH in conflict-affected areas of Ukraine.

General information:

Organization: Polish Humanitarian Action (PAH), Warsaw-based international non-governmental organization with mission in Ukraine.

Position: Procurement & Logistics Officer (Ukrainian Nationals Only)

Location: Kyiv

Job terms: Full time, Ukrainian citizens only

Type of job: Service Contract

Duration: 3 months with possibility of extension

Starting date: 15-June-2022

We strongly encourage qualified candidates to apply immediately as applications will be reviewed on a rolling basis. Due to the urgency of the position, PAH reserves the right to recruit a candidate who matches the required profile before the above deadline.

About PAH:

Polish Humanitarian Action (PAH) is an international non-governmental organization that provides humanitarian and development assistance worldwide. Since 1992, PAH has operated programs in 46 countries, supporting sustainable and stable development of regions suffering the consequences of armed conflicts, natural disasters and other humanitarian crises.

Operating in Ukraine since August 2014, PAH is uniquely positioned with a wide network of partners and donors to deliver humanitarian aid to the most vulnerable conflict-affected people during this crisis. PAH provides assistance to internally displaced people and the elderly and single mothers, working in the sectors of Protection/Advocacy, WASH, Food Security/MCPA, Shelter/NFI and MHPSS. PAH Ukraine is rapidly expanding its operations in response to the armed conflict and seeks dynamic candidates comfortable with a fast-changing environment who are eager to scale operations quickly.

Visit www.pah.org.pl for more information.

Key Duties and Responsibilities

Implementation of PAH procurement activities

• Confers with vendors and suppliers in the field to obtain information about goods or services such as prices, availability and delivery schedule. Obtains estimated value of goods and services through multiple quotations from reliable and competitive suppliers, preparing bid analysis in line with PAH procurement rules and regulations.
• Responsible for local purchases of non-food items, food items, office supplies, and equipment and other materials needed for the operations. Procure all equipment and materials for the office.
• Conducts weekly procurement meetings with Program and Admin Departments on updates of any procurement processes and before signing new PRs, makes sure PRs are part of a developed Procurement Plan.
• Participates in processing and implementation of approved purchase requisitions and recommends the most appropriate methods of procurement, either through direct purchase or through a competitive bidding process in accordance with PAH procurement procedures.
• Ensures the implementation of purchase orders in the field, ensuring PAH procurement procedures have been followed.
• Maintains a record of suppliers through the market surveys and suppliers’ market analysis.
• Participates in developing detailed tender specifications and performance standards to facilitate procurement of equipment, goods and services in strict compliance with PAH’s approved policy as well as donor requirements.
• Facilitate filing of purchase requests, purchase orders, bid analysis, other procurement related documents (both hard copies and e-copies) to comply with documentation requirements for reporting/donor compliance.
• Updates purchase tracker on daily/weekly/monthly basis so updated information could be shared with all concerned departments.
• Participates in meetings to negotiate procurement contracts with suppliers and vendors in the field and follows up to ensure that all contractual obligations are fulfilled within budgetary limitations and in accordance with the performance agreement.
• Participates in implementing cost-effective disposal of obsolete machinery, equipment, furniture and other salvage goods in accordance with the PAH and donor policies and procedures.

Comprehensive Assets and Inventory management:

• Maintains up-to-date control of all assets including tracking donor, value, and location, managing staff issue, and recording all asset movements and disposals.
• Support teams to complete filing of Assets and tagging.
• Conduct physical count on regular basis and annually as per PAH standards.
• Keep all records of asset related documents such as (PR, PO / Contract, GRN, Invoice, Asset issuance forms, repair forms, asset transfer or disposal forms, donation etc).

ICT Management and Compliance:

• Responsible for day to day controls and management of ICT, making sure that there are reliable means of communications: internet/networks, setting up peripherals such as printers or routers, and providing support for computer and network user’s printers and scanners
• Responds in a timely manner to service issues and requests in the ICT help desk systems provided by HQ
• Train and provide support to users for efficient and effective use of ICT systems
• Maintain an up to date inventory of ICT consumables and dispose as required
• Make sure that the consumables for printers, scanners, and other ICT equipment is available for the users

Facility Management:

• Ensure the office maintenance, printing, scanning and photocopying of documents, logistics and hospitality arrangements in connection with meetings and other events
• Provide support in the running of the Guest House(s) – GH. This includes but is not limited to dealing with the cleaner in ensuring the places are kept cleaned, GH are supplied with toiletries, electrical appliances, etc…
• Provide support in the daily running of the office through the engagement with contractors, vendors, suppliers, etc and in close collaboration with the Logistics Department

Management of PAH Warehouses:

• Participates in maintaining up-to-date inventory of goods and services.
• Participates in implementation of PAH warehouse procedures, ensures correct completion of warehouse documentation in accordance with PAH procedures.
• Oversees implementation of warehouse security.
• Oversees stock control and processing orders for PAH warehouses and PAH field offices.
• Participates in planning of future capacity requirements.

Transport and Fleet Management (issues related to transportation of PAH staff and materials):

• Organizes transport of people and project materials in accordance to programme needs in the field.
• Maintains contact list and relations with providers of air and road transport of people, goods and materials.
• Conducts bookings for air and land movement for PAH field offices.

Participation in management of PAH fleet of vehicles as per the PAH Vehicle rules and procedures:

• Participates in coordination of deployment of motor-vehicles and drivers in the field to provide efficient and safe transportation as well as obtain optimum use of transport resources. Managing the work of office drivers
• Ensures PAH vehicles are used according to PAH rules and regulations, including ensuring vehicles are used within allowed hours
• Maintains up-to-date files for each vehicle in accordance with PAH procedures (Logbooks and E-Logbooks), as well as manages control of timely and correct completion of logbooks by drivers in accordance with PAH procedures
• Participates in coordination of accident reporting and documentation
• Confers with suppliers of vehicle parts, accessories and consumables
• Implements Vehicle Expense Monitoring
• Assists in coordinating the repair and maintenance of motor-vehicles in authorized garages against approved requisitions
• Follows up to ensure that motor-vehicles are repaired to the highest standards of quality and within budget limitations
• Manages control of vehicle fuel, including monitoring each vehicle for fuel consumption and calculation of fuel consumption in line with PAH Policy on fuel provider choice and fuel cost reimbursement

Other:

• Prepares Weekly Procurement & Logistics reports and plans
• Participates in recruitment of new team members
• Completes any other tasks delegated by the supervisor

The successful candidate will be selected based on the qualification requirements described below:

• Bachelor’s degree or equivalent in Logistics/Procurement, Finance, Business Administration or any other relevant field;
• At least 2 years of work experience in the NGO sector in a similar position;
• Proven experience in procurement and fleet management;
• Fluency in Ukrainian and Russian is required (both spoken and written), English ability will be an advantage;
• Strong organizational skills and ability to meet deadlines and to work under pressure;
• Detail-oriented with results driven ability and good communication skills;
• Ability to work independently;
• Strong computer skills – knowledge of MS Office; skills in Word and Excel;
• Sound understanding of the local context.