Logistics Assistant

• The Logistics Assistant collaborates with the Logisticians in various ordinary and extraordinary logistics activities related to health facilities, offices and international guest houses.
• Together with the Logistician, he/she will be involved in supporting all the activities under the supervision of the Logistics Department, including Store and Fleet Management, Renovation of Clinics/Ambulatories, Procurement, Maintenance, IT, Kitchen and Cleaning.
• In terms of Security, the Logistics Officer will help in evaluating the situation, to ensure the safety of the staff and Emergency premises.

• Implementing all logistics activities.
• Continually evaluating the logistics needs of the departments and for the whole project (equipment, materials, consumables, transport, structures, etc.), to ensure that the needs are met.
• Ensuring that all logistics procedures are followed to provide efficient, accountable and transparent logistics services to the project.
• Assisting with the translation of documents and during meetings from English to Ukrainian / Russian and vice versa.

• Evaluates purchasing needs and prepares requests according to the Administrative and Financial Work Instructions; checks quality and quantity at material arrival and verifies store recordings.
• Manage procurement activities by maintaining proper documentation including quotations, request for procurements, invoices, delivery notes, ensuring accuracy before submission to Procurement or Administration.
• Monitors product consumption in Logistics and conduct data analysis to recommend corrective or improvement actions.
• Coordinate with Administrative, Technical and Medical staff to ensure effective procurement activities.

• Build and manage relationships with construction companies, architects, engineers, and subcontractors to ensure smooth execution of renovation projects.
• Support the planning phase by helping gather required documentation and coordinating site assessments and feasibility studies.
• Address and resolve issues that arise during renovation, including logistical challenges, contractor disputes, or technical difficulties.

• Periodically verifies cleaning based on the approved protocols and reports on the status including improvement / corrective actions.
• Monitors personnel shifts to ensure service delivery and reviews timesheets for discrepancies.
• Check equipment's status and usage, reporting on conditions and suggesting improvement or corrective actions.

• Periodically verifies the cleanliness and equipment of the Guest Houses kitchens, reporting on status and suggesting improvement corrective actions.
• Assists in the purchase of food for guest houses.

• Periodically verifies the equipment of the Guest Houses laundry, reporting on status and suggesting improvement corrective actions.
• Assists in the purchase of cleaning materials for Guest Houses.

• Maintains appropriate filling of logistics and shipping documents, reporting situation and issues.
• Assist in checking, tracking and monitoring the transportation of goods and equipment.
• Record and retrieve information related to supply/logistics.

• Assess the status of Assets and recommend improvement or overhauling.
• Review weekly stock lists and storage requests, updating Stock and Asset Management files.
• Ensure that monthly physical inventory and stock reconciliation are conducted.
• Alert promptly about any shortages, issues or constraints identified.

• Ensure adherence to security & safety regulations related to structures.
• Maintain facilities in good condition and clean, liaising with maintenance departments if any need arises.
• Supervise maintenance and technical work as per instruction from the logistics supervisors.
• Oversee the proper functioning of health facilities, offices and Guest Houses in terms of water supply, electricity supply, availability of cooking/heating system.
• Ensure health facilities and Guest Houses receive adequate support.

• Ensure all vehicles possess required documents (logbook, insurance, etc.) and follow up with their renewal.
• Provide training and supervise drivers to ensure that all the SOPs and logistics procedures are followed.
• Schedules regular maintenance of each vehicle and oversees any necessary extra-ordinary maintenance.
• Ensure all vehicles are fully refilled as required.
• Plan and coordinate vehicle movements to meet arrival/departure schedules and operational needs.

• The Logistics Officer must drive the vehicles of the organization in case of need to provide transportation to people and goods.

• Participate in the selection, the training and periodic evaluation processes of staff and daily workers.
• Coordinate logistics training for current and newly hired staff on procedures and protocols.
• Assess logistics staff situations regarding roster management, overtime, annual holidays planning and recommend disciplinary actions to supervisors.

• Diploma or higher degree;
• Good level of English;
• Fluency in Ukrainian / Russian;
• Skill in operating a computer and various supporting software packages;
• Previous experience in the management of logistics / technical activities;
• Driving license (for manual vehicles).

• Commitment to Emergency's principles of neutrality, impartiality, and professionalism. Reactiveness, adaptability and flexibility.
• Ability to communicate effectively top-down as well as bottom-up to, to deliver clear instructions to staff members, and to keep line managers up to date with the progression in processes.
• Ability to arrange activities and coordinate resources to enhance performance and minimize negative impact on the organization.
• Ability to monitor all assigned resources using relevant indicators.
• Ability to be independent and proactive in daily activities.
• Knowledge of the context in which the activity takes place (Dnipropetrovsk, Kharkiv and Donetsk regions).
• Values and Code of Conduct EMERGENCY maintains a zero-tolerance policy for discrimination, racism, harassment, or abuse of any kind. The Field Officer is expected to uphold principles of inclusivity, respect, and dignity for all, regardless of ethnicity, gender, religion, nationality, or minority status. Creating and maintaining a safe, equitable, and respectful working environment is a core responsibility of all team members.

work.ua