Logistics Technical Assistant East Ukraine Kharkiv

This position is for Ukrainian nationals only. 

We are looking for a national Logistics Technical Assistant to join our team in Kharkiv . 

Background

NRC has been operational in Ukraine since 2014. Currently because of ongoing conflict throughout the territory of Ukraine, NRC Ukraine needs to provide emergency response to refugees, people in need and other vulnerable population.

The purpose of a Logistics Assistant, Kharkiv  is to provide the day to day implementation of the procurement function’s responsibility, namely to provide support to the organization’s activities in the form of procurement of goods, works and services for project activities in Kharkiv  AO and field offices under the direction and guidance of the Logistics Team Leader (Procurement)..

1. Ensure adherence to NRC policies, handbooks, guidelines, SOP’s and donor requirements
2. Implement delegated logistic functions portfolio according to Plan of Action
3. Conduct and follow up daily operational logistic activities
4. Support the administration of resources so that deliverables are achieved within set budgets, timelines and standards
5. Prepare and develop logistic reports as required by Country/Area office
6. Support in development of SOPs as requested
7. Ensure proper filing of all support documents
8. Promote and share ideas for improvement of the logistic function
9. Perform other duties, as assigned by Line Manager

Specific responsibilities

1. Contribute to the development of Logistics (Procurement) as a support service in NRC Ukraine. Develop required areas according to NRC policy, guidelines and Ukraine legislation. Liaise with NRC People system.
2. Consult and support Program and Support staff for generating of PRs, conduct market surveys and provide estimated prices to Programs/Support. Participate in Procurement/or project start up planning and obtain detailed project procurement plans for use during purchases. Take part in assessment of suppliers and assist Logistics Team Leader (Procurement) with updating of the Vendor Database
3. Ensure that procurement process such as preparation of bids analysis, comparison table, bid opening meeting minutes and other opening documents, filling in of General Receipt Notes (GRN) is supported by all needed and correctly filled documents
4. Follow up on all purchase documentation such as Purchase Requests, Requests for Quotations, Bid Analyses, Minutes and Contracts/Agreements/Purchase Orders are appropriately signed by authorized staff before any commitment orders are sent to suppliers 
5. Receive invoices and verify correctness against orders/contracts/Agreements and follow up on where partial deliveries are made until orders are complete
6. Ensure that all goods ordered and received from overseas have adequate documentation (airway bills, bills of lading, commercial invoice, insurance certificates and any other relevant documents) and work closely with Logistics Team Leader (Procurement) to seek clearance of imported project items
7. Handle complaints from the field and users on all purchased goods and services as well as disputes with suppliers escalating complex ones to Logistics Team Leader (Procurement).
8. Track the notification related to a long term agreement in order to initiate process of extension; prepare drafts of waivers and notes to files if necessary
9. Input all required data and reflect in right way all procurement stages in the Agresso procurement system according to the manual. Upload to the Agresso system all necessary procurement documents.
10. Update Logistics Team Leader (Procurement), other Support and Program staff with relevant information about delivery of goods or providing requested services; upload all required information to Filing Tree according to procedures and NRC requirements
11. Prepare hard copy of procurement file along with payment documents and ensure it is submitted to Finance
12. Conduct cash purchases according to Program or Support needs.
13. Report all potential fraud cases to the Line Manager.

What you will bring: 

• Experience from working with procurement in a humanitarian/emergency/recovery context
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Some knowledge or communication in English, both written and verbal.
• Proficient in Office software (Word, Excel).
• Basic knowledge of the context in the areas NRC operates.
• Working knowledge of both Ukrainian and Russian languages, written and verbal

Please note: 

• Kindly submit your CV and application in English and include your full name as written in your passport. 
• Please include all relevant employment history and education when completing your application. Uploaded CV's will not be considered. 

We are also looking for people who share our values:

• To be dedicated in what we do;
• To be innovative with our solutions;
• To act as one unified and inclusive team;
• To be accountable to the donors that make our work possible; the people we exist to serve; and to each other… the members of our NRC family.

What we offer:

•  Type of contract: National employment contract
• Duration of Contract: Until 30.06.2023 with possibility of extension.
• Salary/benefits: According to NRC salary scale, terms, and conditions.
• Duty station: Kharkiv Ukraine.
• Closing date for this vacancy is 10/12/2022
• Please note that we will contact only shortlisted candidates
• NRC retains the discretion to cancel the recruitment.
• NRC might review applications before advert deadline, therefore interested candidates are encouraged to apply.

This position is for Ukrainian nationals only.