Term of Reference

Logistics and Procurement Assistant (National Staff)

JOB TITLE: Logistics and Procurement Assistant

Duty Station: Kyiv, Ukraine.

Line Manager: Logistics and Procurement Coordinator/Manager

WeWorld Background:

WeWorld is an INGO working across 27 countries and is part of ChildFund Alliance. WeWorld has a long-term experience in implementing multi-sectorial responses emergencies (e.g. Syria, Palestine, Haiti, Mali). In Ukraine WeWorld has been providing multi-sectoral lifesaving assistance in Lviv, Kyiv, Kharkiv, Kherson, Mykolaiev and Odessa Oblasts, and in newly liberated areas leveraging on existing partnership and capacity to timely identify and respond to needs. WeWorld offices are so far established in Lviv, Kyiv and Kharkiv and within the next month in Mykolaiv.

Procurement

• Directly manages quick procurements and direct purchases;

• Monitors supply market and conduct market surveys & analysis to ensure value for money in procurement;

• Supports on suppliers/vendor assessment and identification, setting up framework agreements with suppliers of goods, works and services in coordination with Logistics & Procurement Coordinator / Manager;

• Supports the unit in the collection of offers and invoices;

• Verifies the allocation of the accounting records in the correct budget lines, in coordination with the Project Managers;

• Prepares payment requests for finance department with all the necessary documents for purchases made for administration expenses;

• Verifies that all projects’ procurement dossier are complete, and maintain the files and documentation in correct archiving;

• Ensures the archive in both hard copies and soft copies are completed;

• Is responsible for the procurement at sub office level in compliance with WeWorld procedures and donor’s requirements;

• Ensures the timely preparation of all projects’ documents during audits and or project expenditure verifications.

Logistics

• Supports the arrangement of the storage of humanitarian goods as necessary;

• Follows-up and reports on inventory management through timely updates of stock card and inventory and assets lists;

• Supports the programme team in distribution activities;

• Maintains an office filing system and assists in archiving, and maintains up-to-date information for warehouse;

• Verifies the compliance of the supporting documents and the archiving both physical and digital copies;

• Ensures compliance with Local Operational Manual and develop procedures to implement organizational policies;

• Ensures that all maintenance needs are met in a timely manner, with high quality works;

• Liaises with the Logistics & Procurement Coordinator / Manager to implement health and safety recommendations for the office, and in asset usage;

• Supports Logistics & Procurement Coordinator / Manager in reconciliation of fuel invoices with fuel/logbooks before forwarding the invoice to Finance for payment;

• Ensures that GRN / SRN is filled properly after each delivery or receival and reports all incidents if any;

General activities

• Is responsible for timely purchase of office supplies and consumables required for smooth operation of premises;

• Manages the assets and logistics of the sub office including supply chain, equipment, vehicle/transport, IT/communication;

• Manages the proper set up / running of base premises (office / guest house);

• Supervises the organization, planning, and maintenance of the fleet;

• Evaluates/reports the need and ensures the proper use of the equipment;

• Travels to WW project implementation regions.

Preferred Qualifications and Skills:

• BA degree relevant to the position;

• Degree or proven certificates on completion of logistics & procurement training is an advantage;

• minimum 1-years’ experience in logistics & procurement with an INGO is an advantage;

• Excellent skills with MS office applications;

• Prior experience working in a fast-paced environment and with strict deadlines;

• Good time management and organizational skills;

• High level of Ukrainian proficiency;

• English proficiency is highly desirable and is an advantage.

The above list is a non-exhaustive one, nor limitative. You could be asked other responsibilities and tasks within the framework of your job on demand of the direct line manager.

The recruitment process may be closed early if a suitable candidate is found. Due to the large number of applications, we apologize in advance and will only respond to profiles suitable for the position.

Please send your CV and Resume Letter in English (max. 3 pages) by email to [email protected] with objective> Logistics & Procurement Assistant_Kyiv, no later than January 2th 2024 at 23;59 Kyiv Time.