Logistics Associate

• Provide sound Logistics support to OCHA Ukraine Country Office (CO)
• Provide transport services and fleet management to administrative support to OCHA Ukraine CO
• Provide inventory and asset management support to OCHA Ukraine CO

Provide sound Logistics support to OCHA support to Ukraine CO with the following expected results:

• Prepare and make necessary arrangement of shipments and clearances of OCHA Ukraine import and export processes of items dispatch requirements;
• Focal person for deliveries of goods, shipments within and from external sources including OCHA HQs;
• Responsible for keeping OCHA store management at the main offices in Kyiv and Lviv, and coordinate with field focal points for inventory keeping central data management;
• Implementation of logistical policies and procedures;
• Support in logistics, procurement, contracts, and inventory management where applicable;
• Close follow up on all issues related to premise management;
• Responsible for supervising cleaning and security outsourced personnel and ensure proper and efficient service provision in all OCHA Ukraine Office locations, also coordinate with focal points of common services, and resolve issues in good time;
• Liaise with the procurement/contract analyst regarding procurement requests and requirements, to consolidate overall procurement requirements and optimize purchasing power;
• Assist in collecting quotations, preparing analysis, processing purchase requisitions and purchase orders for low value acquisition;
• Focal point for receiving items from vendors, conduct first review of vendor invoices to ensure compliance with purchase order and goods received;
• Assist in the coordination of office space, furniture, equipment and building maintenance matters, utilities, and other maintenance and cleaning services, other services;
• Sound contribution to knowledge network and communities of practice;
• Any other administrative duties as assigned by the office/supervisor.

Provide transport services and fleet management to administrative support to OCHA Ukraine CO:

• Ensure effectiveness of provision of transport services to all operational needs to all locations, implementation of effective fleet management system in place;
• Coordinate with field transport and fleet focal points to effectively handle daily transport needs of the operation in Ukraine and the sub offices in coordination with programme managers/Head of sub offices;
• Responsible for managing and tracking vehicle and maintenance and services in line with standard requirements and type of vehicle; follow up on seasonal requirements of vehicles and equip all vehicles with necessary tools, parts, etc.;
• Ensure proper planning and organizing in transport needs in compliance with Local security and driving rules, prepare transportation plan, mission Security clearance requests (MSCR), security clearances, and cooperate with UNDSS and OCHA security focal point for all field mission/staff travels;
• Regularly checking, verifying, and certifying of vehicle daily log matching with fuel consumption;
• Prompt reporting and investigation of cases of vehicle accident, damage, loss, or theft of items. Update and maintenance of vehicle history report;
• Ensure appropriate maintenance of vehicle log sheets and others required, monitor vehicle miles and fuel consumption and as well repair and maintenance level;
• Manage the office transport fleet & drivers and ensure that all vehicles are properly maintained, and drivers are well equipped with MOSS compliance requirements and have the mandatory and appropriate training regularly;
• Ensure drivers provides necessary driving requirements to ensure updates in the needs for driving;
• As applicable follow up on insurance and other property of the OCHA Ukraine Office.

Provide inventory and asset management support to OCHA Ukraine CO:

• In coordination with other staff in the unit responsible for management of office stationery suppliers including maintenance of stock list of stationery, distribution of stationery as required by staff and keeping a log of distribution;
• Ensure that the office non-ICT inventory database is updated on a regular basis, and that information on the financial and physical status of all offices is provided to the focal person in handling the Umoja database;
• Liaise with the Administrative Officer, the Logistics Officer, and other team members regarding procurement requests and requirements, to consolidate overall procurement requirements and optimize purchasing power;
• Focal point for receiving items from vendors, conduct first review of vendor invoices to ensure compliance with purchase order and goods received;
• Other administration and logistics functions assigned as necessary;
• Focal person for management of supplies store ensuring adequate provision of stationery and office supplies, management of asset inventory in coordination with ICT team and focal point for other assets in all locations;
• Responsible for timely distribution of items to the respective field and other program needs;
• Assist in the process of asset periodic inventory and disposal processes.

Performs other duties as required.

 Impact of Results

The key results have an impact on the overall efficiency of the OCHA Ukraine Office Operations, including improved business results and client services. Forward­looking operations management has an impact on the organization of office management, knowledge sharing, and information provision.

Core Competencies:

• Demonstrates integrity by modeling the UN's values and ethical standards.
• Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability.

Functional Competencies: 

Professionalism:

• Applies fundamental concepts and principles of a professional discipline or technical specialty relating to the position;
• possesses knowledge of organizational policies and procedures relating to the position and applies them consistently in work tasks;
• strives to keep job knowledge up-to-date through self-directed study and other means of learning; demonstrates good knowledge of information technology and applies it in work assignments.

Communication:

• Excellent communication (spoken and written) skills including the ability to convey complex information management concepts and recommendations to staff at all levels, both orally and in writing, in a clear, concise style that can be readily understood by non­ information management practitioners.

Creativity:

• Actively seeks to improve programmes or services;
• Offers new and different options to solve problems or meet client needs;
• Promotes and persuades others to consider new ideas;
• Takes calculated risks on new and unusual ideas; thinks "outside the box"; takes an interest in new ideas and new ways of doing things; is not bound by current thinking or traditional approaches.

Teamwork:

• Works collaboratively with colleagues to achieve organizational goals;
• Places team agenda before personal agenda;
• Supports and acts in accordance with final group decision.

Client Orientation:

• Establishes and maintains productive partnerships with clients;
• Identifies clients’ needs and matches them to appropriate solutions;
• Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems;
• Keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

• High school diploma or equivalent is required. University Degree in Business or Business Administration, Social Sciences, Logistics, Supply Chain Management, Fleet and Transport management or any other related fields is desirable, but not a requirement.

• A minimum of seven (7) years (with secondary education) or four (4) years (with Bachelor degree) of relevant experience in logistics, transportation, custom clearance and shipment processes, fleet management, or related area is required.
• Experience in the usage of computers and office software packages (Windows, MS Word, Excel, internet/Web, etc.) is required.
• Good knowledge of Administration/Operations is required.
• Experience in using UN ERP systems (Umoja or similar) is desirable.
• Experience in fleet management is an asset.
• Experience working with the UN or other international organizations is desirable.

• Fluency in English and Ukrainian (written and spoken) is required. Fluency in Russian is desirable.