Supply Chain Assistant (Fleet Assistant)

Danish Refugee Council (DRC) is a leading protection agency with a mandate to protect, advocate and promote durable solutions for displacement affected populations.

DRC has been operating in Ukraine since 2014, currently DRC employs over 800 staff in Ukraine and will continue significant scale-up in 2024 to implement emergency response in the Protection, Livelihoods, Shelter/NFIs and Humanitarian Disarmament and Peacebuilding (humanitarian mineaction) sectors, using direct interventions, support to duty bearers and civil society organizations(CSOs), and partnerships with CSOs. DRC will continue and adapt its durable solutions portfolio to the evolving context.

DRC is currently looking for a Supply Chain Assistant (Fleet Assistant) for its activities in Kharkiv.

This position will be line managed by the Fleet Team Leader.

About the job:

You will support the efficient management of fleet operations, ensuring safe, compliant, and effective transportation to enhance programme delivery.

Your main duties and responsibilities will be:

• Responsible for all transportation of goods and people and daily vehicle management. Act as focal point for the Area office vehicle dispatching.
• Driver management, responsible for drafting and implementing daily movements plans.
• Ensure DRC’s Base vehicle fleet is acquired, run, obtained, kept, and maintained in a good, safe, and a cost-effective way.
• Tracking and monitoring of fleet consumables, fuel, and the availability of quality spare parts.
• Follow mechanisms to track staff movements and overall management of field visits in the base.
• Checking of logbooks, fuel consumption, and maintenance and repair are conducted regularly in collaboration with drivers and under the supervision of Area Fleet Team Leader.
• In close collaboration with Safety Manager, monitor all trips are adequate and acceptable concerning the latest security situation reports, a clear plan/itinerary is in place for them, and that passengers are adequately equipped and prepared (including for unanticipated deviations).
• Consolidation of vehicle records, namely alliance of vehicle mileage monthly reports, maintaining relations and its supervision about mechanic check-ups, carwash, etc.
• Ensure that vehicles are adequately equipped with tools and equipment required of the program's local safety and security policies and procedures.
• Ensure DRC drivers maintain accurate, legible, up-to-date, and complete trip records in their vehicle's logbook.
• Ensure DRC drivers assigned to the vehicle have on the spare tire (s) and other equipment such as first aid kit, recovery kit, etc.; communications checks; fuel/oil/water levels and tire pressure checks; and safe and secure loading and control over regular maintenance of vehicles.
• Be in touch with all the drivers daily to follow up and help with any issues/questions regarding cars conditions, parking issues, seasonal tire change, maintenance, etc.
• Accident prevention and management.
• Participation in the support of fleet management and its operation.
• Support drivers in preparation of monthly fuel consumption reports of vehicles and generator.
• Inspection of transport log sheets and monthly reports.

About you:

To be successful in this role we expect you to planning and achieving results, collaborating effectively with others, communicating with clarity and respect, and adapting seamlessly to change.

Moreover, we also expect the following:
Required  

• Fluency in Ukrainian.
• Secondary or higher education.
• Minimum of 2 years of experience in fleet/logistic or equivalent.
• MS Excel and Word skills.
• Analytical mindset, attention to detail, communicability, financial literacy.
• Commitment to learning and implementing organizational policies and procedures.

Desirable 

• Experience working in an NGO will be an advantag.
• Knowledge of English language will be an advantage.

In this position, you are expected to demonstrate DRC’ five core competencies:

• Striving for excellence: Focusing on reaching results while ensuring efficient processes.
• Collaborating: Involving relevant parties and encouraging feedback.
• Taking the lead: Taking ownership and initiative while aiming for innovation.
• Communicating: Listening and speaking effectively and honestly.
• Demonstrating integrity: Upholding and promoting the highest standards of ethical and professional conduct in relation to DRC’s values and Code of Conduct, including safeguarding against sexual exploitation, abuse and harassment.

We offer

Contract length: Open-ended contract upon successful completion of the three-month probation period

Band: I

Designation of Duty Station: Kharkiv

Start date: As soon as possible

Salary and conditions will be in accordance with Danish Refugee Council’s Terms of Employment for National Staff.

Application process

All applicants must upload a cover letter and an updated CV (no longer than four pages) in English. Applications sent by email will not be considered.

Closing date for applications: November 29, 2024

Please note that DRC keeps the right to start selection process and to recruit a qualified candidate should one be identified before the closing date.