Procurement/Logistics Manager

Описание

 Procurement&Logistics Manager Location: Dnipro Reports to: TBD Supervises:   Office & IT Administrator; Logistic sassistants&Drivers .  Contract:        12 months with 3 months (probatory period)HelpAge InternationalHelpAge International works with partners and a diverse global network of more than 171 organizations across 90 countries, supporting millions of older people to live safe, dignified and healthy lives. Through our partnerships and collaborations, we work to ensure the inclusion of older people across society and strive to deliver a just and fair world for everyone, whatever their age. Our work is driven by our desire to deliver real impact for older people, to be inclusive, to work in partnership and to learn from our shared experience. HelpAge has been present in Ukraine since 2014. With a total workforce of over +300 people including staff, social workers and contractors, our response plan includes PSS, cash assistance, NFI distribution, access to health services, home-based care support, winterization support and protection. The organization has presently four offices (Dnipro, Kiev and Lviv), being our central one located in Lviv. We are looking for an experienced, dynamic, and experienced individual to take up the role of Procurement/Logistics Manager for Ukraine, based in our office in Dnipro.Job PurposeThe Procurement/Logistics Manager will provide procurement and logistics functions in Ukraine to ensure that effective and efficient support is provided to the program activities. He/she will be responsible for overseeing procurement, warehousing, stock and asset management, IT and premises management, ensuring compliance to HAI policies and procedures. S/he will lead, provide technical support and capacity building to logistics assistance and will promote a partnership, quality and results-oriented approach.Key areas for impact/influence and responsibilitiesProcurementPlan, coordinate, and organize procurement activities in full compliance with HelpAge and donor’s procurement procedures and best practices.Publication of Invitations to Tender and participation in the work of selection committees to ensure transparency and compliance at all stages. Work with the financial and program team to prepare and finalize tenders, tender documents, technical specifications, contracts, schedules for execution, delivery, inspection and evaluation reports.Ensure that contracts and lease agreements are adapted to the specific purchase/service request, mitigating risks for the organization.Keep an updated tracker of lease agreements and service contracts, monitoring expiration date.Keep an up-to-date database of local suppliers (including preferred suppliers list) and prices list of frequently needed goods and services. Conduct market surveys & analysis, evaluating impact in local markets.Establish and follow up framework agreements for strategic items categories contributing to the improvement of HelpAge Ukraine procurement efficiency. Oversee procurement trackers, ensuring that they are complete and shared regularly with relevant stakeholders.Advice management on normal lead times on major procurements to be undertaken and find acceptable ways to enable prompt response to beneficiaries.Support the timely organization of procurement committees for proposal evaluations and to take part in them when needed.Manage the coordination process with program and financial specialists during the development of projects and sub-projects to ensure the relevance and feasibility of proposed procurements. Assist in the development of the procurement plan and commercial strategy during the project development phase Working with local partners to provide the necessary support and oversight in procurement processes in accordance with donor requirements and Ukrainian legislation Asset and Inventory ManagementEnsure that the stock inventory and asset registers are accurate, regularly updated and checked.Report the asset list at the end of each project and oversee asset rollover according to the defined destination by program department.Conduct assets/equipment needs assessment and advise on disposal and replacement as appropriate.Ensure all assets lists and inventories are properly and physically tagged, recorded and maintained.Monitors distribution and usage of laptops, SIM cards and phones, in compliance with HelpAge  policy.Goods Delivery and WarehousingEnsure that effective and timely transport support is provided to all aspect of the program.Advise and support field and program teams on stock planning and management to ensure program objectives are met.Support program teams in the development of distribution plans and ensure their timely completion by liaising with transportation companies.Assess warehousing needs and monitor appropriate conditions of warehousing facilities, ensuring all items are stacked correctly and damaged items are reported and dealt with as per HelpAge logistic procedures.Staff Movements Oversee the purchase of transportation tickets for staff moving inside and outside Ukraine and ensure proper accommodation, in line with Business Trip and Travel Policy.Make sure that expatriates have a valid visa/residence permit to work in Ukraine all time.Support of expatriates visits.Premises ManagementFinds, visits and identifies new premises to rent.   Negotiates and drafts lease agreements according to HelpAge standards and procedures.Oversee the installation and maintenance of functional office space.Examine and re-evaluate existing service contracts and oversee regular rent, utilities payments (i.e., electricity, water, gas, etc.), office and maintenance contracts and running costs procedures.IT SupportEnsure that HAI IT policy and procedures are understood and adhered to by all staff.Ensure that adequate IT equipment and software is in place to support program delivery and office operations.Ensure that premises have an appropriate IT and communications infrastructure and equipment to sustain HelpAge software platforms and in line with policies and procedures.Manages the layout and access to Ukraine Sharepoint. Monitors the update of staff mail accounts.Team ManagementLead and manage logistics/IT staff, providing regular guidance and training, improving knowledge sharing across the organization. Set up smart objectives for each member, monitoring performance and giving feedback.Ensure appropriate distribution of workload and segregation of duties among team members.AdministrationEnsure the proper maintenance and archiving of logistic documentation such as procurement files, contracts, and asset reception sheets.Ensure the correct implementation of HelpAge procurement formats and templates and their constant update and compliance with Ukrainian legislation.Monitor the compliance of the logistics documentation with HelpAge Global and Ukraine Authorization limits.Program Support Provide technical advice and support to project coordinators and managers on specific administration and logistics issues to ensure the efficient implementation of programs.Ensure the proper logistics components are included in budget preparation for new grants and annual budgets. Follow up and manage allocated budget lines (e.g. rental agreements).Work with the program teams to develop realistic procurement plans and ensure that these are maintained and updated. OthersContribute to the development of sustainable approaches by streamlining HelpAge environmental policy.Set up key performance measures for all aspects of logistics activities and regularly review them against actual performance.Actively participates in project and country team meetings. Ensure HelpAge and donor procurement procedures are understood and complied with by all relevant personnel. Proposes updates to existing polices and amendments of current ones.Assist and collaborate in external or internal audits as necessary.Other appropriate duties as assigned by supervisor. Skills and Experience RequiredEssentialUniversity degree in logistics, supply chain management, business administration or another relevant field.At least 3 years of relevant technical experience, with strong procurement knowledge.Full professional competency in Microsoft Office Suite, especially Word, Excel and Outlook. Ability to multi-task and prioritize tasks. Excellent organizational skills, with ability to work under pressure with numerous deadlines.Ability to act independently and to work as part of a team.Independent thinking and ability to make autonomous decisions.Experience in managing a team and in staff capacity development.Good communication, negotiation and problem-solving skills.Fluency in written and spoken English (level B1), excellent Ukrainian.Availability to travel across AoO.DesirableExperience of managing logistics systems in an emergency environment.Advanced professional certification in supply chain management and/or emergency response management.Experience working with a diverse portfolio of international donors and knowledge of specific donor guidelines.HelpAge International Employee Core Competencies:The competency framework of HelpAge International is designed to set out clearly and transparently the skills and behaviours our people need to help us deliver our vision and mission. It supports key HR systems including workforce planning, recruitment and selection, performance management, learning and development and succession planning. The competencies and their “behavioural attributes” define what each person needs to do to be successful and to contribute to the HelpAge International’s mission, vision, and 2030 strategy. As such, they can be used for all our workforce, including staff and volunteers/interns.Working Collaboratively with Others.Adaptability and Flexibility. Supporting and Facilitating Change.Extending HelpAge’s Reach and Impact.Diversity and Inclusion. The framework was developed following an inclusive process of a staff survey along with input and feedback from a Competency Framework working group. The working group included staff from across different countries and global teams to ensure that the framework reflected the needs of HelpAge International across the board.HelpAge employees are expected to conduct themselves in a professional manner and respect local laws, HelpAge's policies, procedures, and values always and in all in-country venues.HelpAge is International is committed for safeguarding, ethical and free harassment work environment:HelpAge International is committed to safeguarding all people who come into contact with our work, including older people, at-risk adults, children, and our staff. We do have zero tolerance towards that employee who violates our code of conduct and safeguarding policies, those include:The Code of Conduct policy defines rules for the following:Standards of Behavior.Anti-discrimination, harassment, and bullying.Anti-corruption. Rules for social media. The Safeguarding policy defines rules for the following:Sexual Abuse of Beneficiaries and Community Members (PSEA), Child Safeguarding Policies, Anti- Human and Child Trafficking Policies, Sexual Misconduct in the Workplace Policies,How to applyAttention! This vacancy is open for Ukrainian and International citizens. The closing date for applications is the 15th of January 2026. Please be aware that interviews will be scheduled on a rolling basis until the position is filled, and only short-listed candidates will be informed. If you did not hear from us within two weeks after the application closing date it means your application was not successful.