Senior Officer, Logistics

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing to the maintenance and promotion of human dignity and peace in the world.” The IFRC works to meet the needs and improve the lives of vulnerable people before, during and after disasters, health emergencies and other crises.

 The IFRC is part of the International Red Cross and Red Crescent Movement (Movement), together with its member National Societies and the International Committee of the Red Cross (ICRC). The work of the IFRC is guided by the following fundamental principles: humanity, impartiality, neutrality, independence, voluntary service, unity, and universality.

 The IFRC is led by its Secretary General, and has its Headquarters in Geneva, Switzerland. The Headquarters are organized into three main Divisions: (i) National Society Development and Operations Coordination; (ii) Global Relations, Humanitarian Diplomacy and Digitalization; and (iii) Management Policy, Strategy and Corporate Services. The IFRC has five regional offices in Africa, Asia Pacific, Middle East and North Africa, Europe, and the Americas. The IFRC also has country cluster delegation and country delegations throughout the world. Together, the Geneva Headquarters and the field structure (regional, cluster and country) comprise the IFRC Secretariat.

 In February 2022, a new phase in the armed conflict in Ukraine started. The intensification and spread of hostilities have affected all of Ukraine, causing massive humanitarian needs across all sectors and destroying essential civilian infrastructure. Millions of people are displaced in Ukraine, more than 5 million people have fled to other countries.

 IFRC has launched a major Emergency Appeal for Ukraine and Impacted Countries that is coordinated on European regional level – with numerous country level operations ongoing. ICRC, IFRC and numerous Partner National Societies are integrating their capacities to provide coordinated crisis response in Ukraine and impacted countries. The operational structure will be fully integrated into existing structures at Country / Country Cluster and Regional Office level to ensure full synergies with the overall regional work

Under the direct Supervision and the guidance of a Logistics Coordinator the Logistics Officer will support and contribute to the management of the logistics activities and will support IFRC ‘s team in Kiev, Ukraine in all the logistics matters including but not limited to Logistics - warehousing, procurement, and fleet activities. The logistics officer will assist the logistic department to liaise with Ukrainian Red Cross Society regarding warehouse activities. The Logistics Officer will also liaise with suppliers and service providers to ensure timely and effective delivery of goods and services to IFRC in collaboration with the logistics department. 

The Logistics Officer will assist the Logistics Department and the Ukraine Logistics Coordinator in the following:

 OVERALL RESPONSIBILITIES

1. 1. Ensuring compliance in warehousing, fleet, and procurement in accordance with IFRC policies, procedures, systems, and guidelines.
   2. Prepare reports and maintain records in accordance with IFRC audit trail standards.
   3. Contribute to capacity building including training and developing National Society staff and volunteers in collaboration with the logistics department.
   4. Maintain timely communication with partners and functions in the delegation to ensure effective and efficient services are delivered in warehousing, fleet, transport, and procurement.
   5. To liaise with international, government and non-government organisations if required and collaborate with them where appropriate.

 WAREHOUSING

1. 1. Ensure the correct storage, rotation of stock and proper structural maintenance of warehouse(s) to keep all stocks in good condition.
   2. Implement/maintain security and safety procedures/systems of the warehouse.
   3. Maintain accurate stock control and records at all times and provide weekly/monthly stock reports to the logistics department.
   4. Follow up and registration of stock movements in the IFRC logistics program “Logic”.

 FLEET AND TRANSPORT

1. 1. Support in planning of vehicles and fleet based on operational needs.
   2. Ensure vehicles are well serviced as per the vehicle maintenance schedule.
   3. Organize transportation and distribution of goods as per delivery instructions.

 PROCUREMENT

1. 1. Ensure appropriate authorization, timely purchase, and delivery of supplies cost-effectively.
   2. Assist the logistics department in obtaining a minimum of three quotations per purchase, preparing the resulting Comparative Bid Analysis and recommendations per purchase.
   3. Systematically document all relevant information in Procurement Committee minutes.
   4. Identify and maintain accurate supplier information for regularly purchased items: keep informed of local market conditions and establish and maintain good working relations with suppliers and inspection companies.
   5. Assist the logistics department to prepare and submit appropriate supporting documents to the regional office in Budapest, for purchases over CHF 50,000.

 CUSTOMS

1. 1. Liaise with freight forwarders and support customs clearance processes for imported goods.
   2. Ensure IFRC is compliant with the requirements of customs protocols and related regulatory authorities.

• Actively work towards the achievement of the Federation Secretariat’s goals
• Abide by and work in accordance with the Red Cross and Red Crescent principles
• Perform any other work-related duties and responsibilities that may be assigned by the line manager

• Bachelor’s Degree (preferred)
• Knowledge of basic English (required)

• Experience of working in a related field (preferred)
• Experience in working for humanitarian aid organisation (preferred)
• Experience working for the Red Cross and Red Crescent Movement (preferred)

• Ability to work under stress (required)
• Interpersonal skills, good judgment and maturity (required)
• Ability to identify and handle sensitive and confidential information with discretion (required)
• Computer literacy: advance excel, word and outlook knowledge (required)
• Ability to work in a team while maintaining their capacity for initiative (required)
• Spoken and written English (required)
• Spoken and written Ukranian (required)

• Communication
• Collaboration and Teamwork
• Judgement and decision making                                                                                        
• NS and Customer Relations                                                                            
• Creativity and Innovation                                                                                
• Building trust