Qualifications

• Bachelors’ degree transport-logistics, production management, purchasing, supply chain
• Or Bachelors degree from engineering school, business school, university master's degree, specializing in logistics, supply chain
• Equivalent combination of relevant education and experience may be substituted as appropriate.

Experiences

• At least two to three years of experience in a logistics-related, supply chain management, transport operations management or any related field
• Experience in logistics programming

Skills

• Knowledge of the logistics chain
• Knowledge of documentary and information flows of transport management
• Managerial skills
• Budget management skills
• Proficiency in English
• Good command of office software, particularly Excel
• Personal qualities
• Strong organizational skills
• Strong management skills;
• Analysis and problem solving skills;
• Ability to work under pressure ;
• Practical, dynamic and solution oriented;
• Good communications skills
• Ability to work as part of a team/network
• Sense of diplomacy, ability to convince, service-oriented spirit
• High level of motivation and proactivity

HI is engaged in supporting the Ukrainian population affected by the war: since February 28, two teams left for Ukraine and the neighboring countries to analyze the context, the security, and the needs.

To date, HI continues the implementation of its program in two countries, Ukraine and Moldova, with more than 20 expatriates and more than 50 employees recruited on the spot.

More than any other, HI ensures that humanitarian actions are inclusive, allowing the most vulnerable populations (people with disabilities, elderly, sick, injured) to have access to the help they need.  With a focus on physical rehabilitation, psychosocial support, shelter, access to food, water, and sanitation, explosive remnants of war risk education, and advocacy.

With its Atlas Logistics Unit, HI also ensures the delivery of humanitarian aid in hard-to-reach areas in the East for all NGOs in need thanks to its shared transport and storage activities. For more information, visit our website HERE

We need you to support our field teams in deploying this massive emergency response. Your help can make a difference. Join us!

 

ATLAS Logistics

ATLAS Logistics will operate a last-kilometer logistic platform (transport & storage) as close as possible to the area of distribution. In parallel and on an ongoing basis, Atlas Logistics will conduct an in-depth analysis of the logistical capacities of the Ukrainian commercial sector and its adequacy to humanitarian needs to orient the AL operational response towards potential bottlenecks and gaps.

Dnipro

The security situation in Dnepropetrovsk remains strong. Markets, restaurants, and cafes are open and life remains normal. From 22:00 to 6:00, there is a strict curfew as in the whole of Ukraine. In the last two months, there have been several ballistic missile attacks on the airport and military and logistics facilities on the periphery, but no impact on the city center. The nearest front line is 130 km away, completely out of reach of artillery or ground attacks. Hi, the staff in Dnepropetrovsk is currently sleeping in each room at the hotel. We opened an office a few minutes from the hotel. Within walking distance are at least 20/30 restaurants and cafes with a variety of quality dining styles, as well as a large public park and shopping center.

 

Primary responsibilities

Since March 2022, as part of the Atlas Logistique component of its intervention, HI has been operating in Ukraine to offer logistical solutions to humanitarian organizations (humanitarian-to-humanitarian approach) in order to facilitate the delivery of aid in a faster, safer and most efficient manner the most affected populations. Currently HI proposes mutualized storage as well as transportation services (including in hard-to-reach destinations) to other humanitarian actors. In Ukraine, HI also developed a pilot project to propose cold chain/temperature-controlled storage and transport services to organizations delivering temperature-sensitive humanitarian goods to affected populations and local partners.

Reporting directly to the Atlas Logistique Operations Manager, the Atlas Logistique Transport Project Manager H/F contributes to the implementation of the mandate and the 10-year strategy of Humanity & Inclusion in Ukraine, and oversees the operational planning, implementation and monitoring of the Atlas Logistique transport component of HI’s operational strategy in Ukraine. S/he supports his/her team to ensure optimal quality, effectiveness and impact of the project implemented by means of a delegation system with appropriate oversight mechanisms.

More specifically, s/he is in charge of :

• Overseeing the overall implementation of the transport component of the logistics platform project, and in particular the operationalization of transport services to other humanitarian stakeholders and smooth running of transport operations ;
• Ensuring the implementation of the project activities complies with HI (Atlas Logistique) quality standards and policies, as well as funding agencies’ requirements, suggesting and implementing technical and operational adjustments accordingly ; 
• Ensuring continuous project monitoring (including progress against indicators/objectives of the project, key performance indicators, budget monitoring, etc.), supports the conduct of project outcomes/impact evaluation and lessons learning exercises, and ensure processes and accountability towards stakeholders of the project (user organizations, funding agencies, etc.) are in place and respected ;
• Ensuring the management of the transport project team and the development of their skills ;
• Providing technical expertise for the sound running of transport operations to other humanitarian operations ;
• Taking part in the coordination between humanitarian logistics actors, build and maintain strong links with the operational partners ;
• Exploring operational development opportunities on the transport component of the intervention in line with the evolution of the context.

 

Missions/Responsabilities :

Mission 1: Management

• Manager as a role model: embody HI's values on a daily basis, and be a role model.
• Manager as a coach for meaning: understand the strategy, make it explicit, translate it into operational objectives for his or her team, lead the necessary changes. Give meaning to each management action. Encourage inter and intra departmental exchanges of practice. Encourage innovation and risk-taking.
• Operational manager: organise the operational management of his or her team, structure the work around identified processes, steer performance and facilitate the resolution of problems.
• First HR & Coach: contribute to the development of his or her staff, creating the conditions for their commitment, professionalism and attachment to HI. Ensure compliance with the code of conduct and institutional policies, the mindset and expected individual and collective behaviour.

 

Mission 2: Strategy and steering

• Provides inputs to contributes to the design of the program’s overall operational strategy.
• Contributes to the design of project proposals for the continuity or expansion of the project, or for the development of new projects upon request.

 

Mission 3: Operational implementation

• Ensure the implementation of the project, in line with the intervention rationale, project objectives and allocated budget ;
• Provides technical expertise to HI or partners’ teams on provision of transport services to humanitarian operators ;
• Ensure that project implementation complies with existing frameworks (e.g. HI technical and cross-cutting frameworks and policies, local/international applicable laws and regulations, etc.) ;
• Ensure project monitoring, evaluation, accountability and learning ;
• Coordinate the teams involved in the project, including support services and technical departments ;
• Contribute to external representation and communication about the project towards external stakeholders.

 

Security

The security situation in Ukraine remains relatively stable, although there are frequent days and nights of air alerts. However, markets, restaurants, and cafes are open and life continues as normal. There is a strict curfew, the hours depend on the region. More recently, the majority of attacks have targeted energy structures, mainly power grids and power plants, which reduces the supply of electricity, water, heating system, and communication networks.

HI has 2 hubs, one in the East (based in Dnipro) and one in the West (based in Lviv) and the coordination is in Kyiv. We have activities in other cities like Vinnyitsia, Kharkiv, Poltava and Mykolaiev. HI staff is accommodated in guesthouses or in a hotel (depending on the location), usually near HI offices, restaurants, cafes, and shopping centers within walking distance and near a shelter (the shelter is either in the building or very easy to reach).

Movements between sites can be made by car (Hi drivers) or by train, depending of the region and time.

The security in Dnipro city and the surrounding area of intervention remain relatively stable, indeed the frequency of air alarms tends to disrupt work and activities. Currently, all HI international staff are leaving in a Hotel located in the city center (10 min walk from the office) that is equipped with proper amenities (no or few electricity or water cuts were witnessed, restaurant/coffee are next doors and underground shelter are available), HI in process of renting shared Guesthouses.

Dnipro is a large humanitarian hub for the east numerous international organizations are located there and social life (restaurant, cafés) are available with respect to curfew (00:00 to 05:00), most qualitative good and international food is available with several malls and many different restaurants that remain at walking distance from Hotel and office. Communication (phone, mobile data, and internet) is working well. Currently, HI has 13 international staff in Dnipro.

 

Conditions

In HI, the conditions offered are up to your commitment and adapted to the context of your mission. https://hi.org/en/join-the-team

• 4,5 months International contract starting from 11/09/2023
• The international contract provides social cover adapted to your situation:
  • Unemployment insurance benefits for EU nationals
  • Pension scheme adapted to the situation of our employees: If you already have a personal pension scheme HI will contribute at the same level as your monthly contribution with a maximum of 272.53€/month; If you do not have a personal pension scheme, we will open a private pension account with your contribution of 272.53€/month and a contribution of HI of the same amount
• Medical coverage with 50% of employee contribution; Repatriation insurance paid by HI
• Salary from 2448€ gross/month upon experience 
• Perdiem: 559,65 € net/month - paid in the field;
• Hardship: 500€ net/month paid with your salary
• Paid leaves: 25 days per year;
• R&R: 5 days every 8 weeks => + possible transport/package support.
• Position: unaccompanied; Payment for travel costs (air ticket & visa)
• Housing: Collective took in charge by HI
• If you live in your home country: package local

 

Education

Essential degree and specialization in Logistics​

Professional Experience

• Essentially at least five years of working experience in relevant jobs and previous humanitarian experience with ngos in developing countries
• Desirable previous experience in emergencies

 

Professional Requirements

• Essential computer literacy (word, excel and internet)
• Mission language essential. Local working language desirable
• Strategic vision
• Leadership
• People management and development
• Service orientation

 

Languages

• Fluent in written and spoken English
• Ukrainian and Russian highly desirable

 

Personal Requirements

• Behavioural flexibility
• Results and quality orientation
• Stress management

Country Logistics and Supply Coordinator - Ukraine

 

INTERSOS is an independent humanitarian organization that assists the victims of natural disasters, armed conflicts and exclusion. Its activities are based on the principles of solidarity, justice, human dignity, equality of rights and opportunities, respect for diversity and coexistence, paying special attention to the most vulnerable people.

 

Terms of reference

Job Title: Country Logistics and Supply Coordinator

Code: SR-60-2812

Duty station: Vinnytsia, with frequent field travel

Starting date:01/09/2023

Contract duration: 12 months

Reporting to: Head of Mission

Supervision of: Logistics, Supply and IT staffs

Dependents: Non-family duty station

 

General context of the project

​The war broke out in Ukraine in March 2022. Since then, millions of people have fled to the neighboring countries, raising a big concern on how to manage such an immense flux of people. In order to support refugees, INTERSOS is setting up an emergency response operation in Poland and Ukraine.

 

General purpose of the position

• Define and implement all supply, logistics and ITC strategies and support to the mission, ensuring the pertinence and coherence of logistics and supply systems, adequacy of the means provided and compliance to INTERSOS standard, protocols and procedures in order to foster the development of the mission and optimise the impact of the projects.
• Work closely with program and administrative staffs to ensure comprehensive reporting, support and assistance to all INTERSOS activities.
• Is responsible for the logistics management of IMP software and part of the mission Senior Management Team (SMT).

 

Main responsibilities and tasks

Coordination and support

• Participate actively in the definition and update of annual project planning and budgets, defining strategies and providing advice to the Head of Mission in the translation of the identified logistics, supply and ICT needs into objectives, priorities and resources needed for the mission
• Is responsible for monitoring the implementation of logistics, supply and ICT activities in the mission (construction and rehabilitation, stock and supply of non-medical and medical material, fleet management and transport, water and sanitation, vehicles and engines, equipment/installation and infrastructures, security rules (implementation and enforcement, ICT, assets etc.)
• Ensure compliance of INTERSOS standards, protocols and procedures, across the mission and according to donor requirements including procurement. Report to the Head of Mission on the development of the ongoing programmes and propose reorientation strategies when needed
• Is responsible for ensuring technical reference and support for all logistics, supply and ICT issues in the mission, providing coaching to logistics staffs and representing INTERSOS in meetings with authorities, other NGOs and coordination networks for technical/logistics related issues
• Ensure the production of mission level’s SOPs (if needed) for the Logistics needs

Logistics Information Management

• Provide monthly reporting to the Head of Mission and Regional Logistics Coordinator (through IMP) and related people on projects/mission evolution from the technical/logistics perspective and propose corrections if needed
• Ensure that data reported in INTERSOS Logistics software (Intersos Management Platform - IMP) is correctly used and accurate. Provide training to mission staff if required and support the implementation of INTERSOS Logistics software in missions

Supply-Chain Management and Procurement

• Monitoring overall procurement performance for the mission. Ensure effective and cost efficient procurement planning by liaising with technical staff, Heads of Base and/or Project Managers. Ensure that online procurement plans are created on IMP and up to date while guaranteeing INTERSOS and donor procurement policies and procedures are being adhered to at all times. Carry out research to ascertain the best products and suppliers in terms of best value, delivery schedules and quality
• Coordinate with the Administration and Finance Department to ensure that payment processes to suppliers are made on-time and respecting the financial systems
• Plan and perform field audits to ensure consistency in process application and proper documentation and filing are maintained
• Develop and implement service contract management instructions, policies and procedures. Examine and re-evaluate existing service contracts and oversee regular rent, utilities payments (i.e., electricity, water, gas, etc.), office and guesthouses maintenance contracts and running costs procedures. Ensure that they are properly handled by Logistics Officer and Assistants, Administration and/or focal points
• Overview that the Supply Manager/Assistant and Base Logistics Officer maintain and update a pre-qualified suppliers list per base
• Is responsible for ensuring the good storage of all projects materials within warehouse/stock, in respect of the INTERSOS Supply SOPs and regular inventory checks on a quarterly basis
• Check and coordinate with logistics staffs that goods deliveries are done as planned and properly stored
• Prepare and launch tenders documents in coordination with the Supply team

Transportation management

• Ensure that INTERSOS Fleet Management model, movement security protocols and Brand Identity Manual is applied in missions - fleet is checked, regularly maintained and that vehicles are insured and taxes are paid
• Follow-up on proper monitoring of fuel consumption and use of vehicle log-book, maintenance log, oil log and other fleet formats and templates by field logistics staff. Ensure that proper documentation of vehicles (i.e. lease, insurance, mechanical inspection, etc.) is properly handled by logistics staffs
• Contribute to the development of sustainable approaches to transport management by streamlining INTERSOS environmental policy and Regional Office suggestions

Facilities and Communications management

• Oversee the installation and maintenance of functional office space(s) and guesthouses facilities in an adequate living condition and in accordance with INTERSOS minimum standards and brand identity manual. Ensure the application of defined safety and security measures and make inspection visits to assess the rehabilitation needs of facilities
• Is responsible for ensuring that facilities have an appropriate IT and Communications infrastructure and equipment to sustain INTERSOS software platforms and in line with policies and procedures - allowing permanent communication between capital, projects, bases and HQ and proper management of the bases. Guarantees that all staff in the mission have proper training on how to use communications equipment available (e.g. satellite phones, HF/VHF radios, computers, etc.)
• Contribute to the development of sustainable approaches to facility management by streamlining INTERSOS environmental policy and Regional Office suggestions

Assets management

• Oversee the purchase, use and maintenance of IT assets, office and project equipment and communication tools, while ensuring that all mission assets registered in IMP are documented, issued with unique INTERSOS asset numbers, tagged and logged according to asset management policies and procedures
• Report asset list at the end of project and oversee asset rollover according to defined destination with the Programs Department
• Oversee regular fixed assets check on a quarterly basis

Human Resources management

• Coordinate the Logistics team and participates to the HR processes (recruitment, training, briefing/debriefing, evaluation, potential, detection, staff’s development and internal communication) in order to ensure both the sizing and the amount of knowledge required for the activities he is accountable for

Applied security

• In collaboration with the Head of Mission and the Security Referent is responsible for co-defining and monitoring the technical aspects of the risk reduction policy, transport, communication, protection, identification and preparation of the technical aspects of the mission security policy and guidelines, evacuation plan and contingency plan, monitoring on a daily basis the security rules and reporting to the Head of Mission of any problem. For this purpose, in case of absence of a dedicated Security Focal Point, the Logistics Coordinator has to create an appropriate environment to facilitate exchange of information on security situations. Is the security back up in the absence of the Head of Mission

 

 

HOW TO APPLY:

Interested candidates are invited to apply following the link below: https://www.intersos.org/posizioni-aperte/missioni/#intersosorg-vacancies/vacancy-details/6346938855eed60021988350 

Please note that our application process is made of 3 quick steps: register (including your name, email, password and citizenship), sign-up and apply by attaching your CV in PDF format. Through the platform, candidates will be able to track their applications’ history with INTERSOS. 

Please also mention the name, position and contact details of at least three references: two line managers and one HR referent. Family members are to be excluded.

Only short-listed candidates will be contacted for the first interview.

 

You have masters’ degree in international relations, International Humanitarian Law, social sciences, politics, development studies, or similar field. 

You have 3 years experience in communications or public relations, or some combination as a journalist, PR/marketing specialist and communications practitioner, preferably with an international NGO or non-profit. You have excellent skills as a photographer and writer (including experience collecting in-depth personal testimonials); videographer skills are a plus. You have a good ability to translate highly technical source material into compelling, accessible content for a general audience and to perform basic colour correction and editing. You have strong project management skills and experience in producing communications assets tailored to a range of different target audiences. You have ability to manage deadlines against a communication calendar  and strong knowledge of international development and humanitarian work. 

• You speak and write fluently English (Ukrainian, or Russian is a plus)
• You have proven interpersonal and networking skills
• You are adept at problem solving, able to identify challenges and proactively recommend solutions
• You have the ability and flexibility to manage work across multiple time zones.
• You are open-minded and flexible, autonomous and results-oriented
• You have strong interpersonal skills with sensitivity to local cultures, gender and humanitarian principles

Under the supervision of our  Country Director Ukrainian Crisis the main responsibilities are :

 

Contribute to develop a communications strategy and plan 

• Develop a communications strategy and communications plan to promote our activities and support missions’ needs 
• Support HQ with editing requests for simple documents
• Support grant manager when needed with data, facts and photos 
• Produce and regularly update one-pagers and brochures presenting ACF’s activities in the region for external use

 Support media work 

• Identify media opportunities in the country, as well as in France / worldwide depending on international press coverage
• Build a media network in Ukraine to support our communication strategy 
• Liaise with media representatives and AAH staff to decide how to respond 
• Draft and regularly update talking lines and Q&A depending on the development of our activities and the type of questions we receive 

• Draft press releases based on approved talking lines

• Manage media requests finding appropriate spokespersons and facilitate media visits to the field 
• Train and provide feedback to AAH staff after interviews 

   

 Act as a focal point for all content requests  

• Liaise with HQ to understand needs in terms of content (testimonials, photos, videos) to support our communications and fundraising efforts 
• Work with staff in Ukraine to identify content opportunities depending on AAH’s activities and plans 
• Train staff to empower them in terms of content collection (responding to quality / needs) 
• On a regular basis, provide HQ and AAH network with new content (testimonials, photos, videos) and the associated quotes / context / caption. 
• Support visits from photographer / videographer to the field 

 

• 6 months fixed term contract under French legislation
• Starting date : as soon as possible
• Monthly gross salary from 2450 to 2800€ upon experience 
• Monthly per diem and living allowance: 686€ net, field paid
• Monthly country allowance: 300€  
• Cold allowance: Reimbursement of purchase of winter equipment to a maximum of 380€ per person per year in severe cold contexts
• Child allowance: 1500€ per year per child present in the country of origin (maximum 6000€/year)
• 16% of the gross monthly salary for pension insurance reimbursement for non-French citizens
• Transportation and accommodation: Coverage of transportation costs and guest house
• Medical coverage: 100% coverage of health contributions (social security + health insurance) and repatriation insurance
• Leaves and RnR: 25 days of paid leaves per year, 20 RnR per year and 215 € at each RnR period
• Training: Free and unlimited access to the certifying e-learning platform Crossknowledge ©

 

ACF is committed to people with disabilities and actively fights against all forms of discrimination.

You have masters’ degree in international relations, International Humanitarian Law, social sciences, politics, development studies, or similar field. 

You have 3 years experience in communications or public relations, or some combination as a journalist, PR/marketing specialist and communications practitioner, preferably with an international NGO or non-profit. You have excellent skills as a photographer and writer (including experience collecting in-depth personal testimonials); videographer skills are a plus. You have a good ability to translate highly technical source material into compelling, accessible content for a general audience and to perform basic colour correction and editing. You have strong project management skills and experience in producing communications assets tailored to a range of different target audiences. You have ability to manage deadlines against a communication calendar  and strong knowledge of international development and humanitarian work. 

• You speak and write fluently English (Ukrainian, or Russian is a plus)
• You have proven interpersonal and networking skills
• You are adept at problem solving, able to identify challenges and proactively recommend solutions
• You have the ability and flexibility to manage work across multiple time zones.
• You are open-minded and flexible, autonomous and results-oriented
• You have strong interpersonal skills with sensitivity to local cultures, gender and humanitarian principles

Under the supervision of our  Country Director Ukrainian Crisis the main responsibilities are :

 

Contribute to develop a communications strategy and plan 

• Develop a communications strategy and communications plan to promote our activities and support missions’ needs 
• Support HQ with editing requests for simple documents
• Support grant manager when needed with data, facts and photos 
• Produce and regularly update one-pagers and brochures presenting ACF’s activities in the region for external use

 Support media work 

• Identify media opportunities in the country, as well as in France / worldwide depending on international press coverage
• Build a media network in Ukraine to support our communication strategy 
• Liaise with media representatives and AAH staff to decide how to respond 
• Draft and regularly update talking lines and Q&A depending on the development of our activities and the type of questions we receive 

• Draft press releases based on approved talking lines

• Manage media requests finding appropriate spokespersons and facilitate media visits to the field 
• Train and provide feedback to AAH staff after interviews 

   

 Act as a focal point for all content requests  

• Liaise with HQ to understand needs in terms of content (testimonials, photos, videos) to support our communications and fundraising efforts 
• Work with staff in Ukraine to identify content opportunities depending on AAH’s activities and plans 
• Train staff to empower them in terms of content collection (responding to quality / needs) 
• On a regular basis, provide HQ and AAH network with new content (testimonials, photos, videos) and the associated quotes / context / caption. 
• Support visits from photographer / videographer to the field 

 

• Starting date : as soon as possible
• 6 months fixed term contract under French legislation
• Monthly gross salary from 2450 to 2800€ upon experience 
• Monthly per diem and living allowance: 686€ net, field paid
• Monthly country allowance: 300€  
• Cold allowance: Reimbursement of purchase of winter equipment to a maximum of 380€ per person per year in severe cold contexts
• Child allowance: 1500€ per year per child present in the country of origin (maximum 6000€/year)
• 16% of the gross monthly salary for pension insurance reimbursement for non-French citizens
• Transportation and accommodation: Coverage of transportation costs and guest house
• Medical coverage: 100% coverage of health contributions (social security + health insurance) and repatriation insurance
• Leaves and RnR: 25 days of paid leaves per year, 20 RnR per year and 215 € at each RnR period
• Training: Free and unlimited access to the certifying e-learning platform Crossknowledge ©

 

ACF is committed to people with disabilities and actively fights against all forms of discrimination.