Procurement and Logistic Assistant
WeWorld Посмотреть все вакансии
- Киев
- Постоянная работа
- Полная занятость
Duty station: The Procurement-Logistic Assistant will be based in Kyiv (with travel to Kyiv oblast).
Position reports to: Proc&Log Coordinator in KyivContract Information:
Position/Contract type: Full time - National Employment Contract
Contract Duration: 3 months, with possibility of extension
Starting date: April-May 2026How to apply: Send your CV (indicating two references: name, telephone contact and email) and letter of motivation to ua.hr@weworld.it. Please indicate the reference number of the vacancy Ref: PROC/LOG/KYIV in the subject line of your email.
Only shortlisted candidates will be contacted.WeWorld Background:
WeWorld is an INGO working across 27 countries and is part of ChildFund Alliance. WeWorld has a long-term experience in implementing multi-sectorial responses emergencies (e.g., Syria, Palestine, Haiti, Mali). In Ukraine WeWorld has been providing multi-sectoral lifesaving assistance in Kyiv, Kharkiv, Donestk and Mykolaiv Oblasts, and in newly liberated areas leveraging on existing partnership and capacity to timely identify and respond to needs. WeWorld offices are so far established in Kyiv and Kharkiv.The Procurement-Logistic Assistant is responsible for supporting procurement/ logistics operations, including asset and inventory management, contract administration, procurement cycles, transportation, and premises management. The Assistant ensures compliance with global procurement standards and collaborates closely with other departments such as finance, HR, and program teams to meet the mission's operational needs.Main tasks and responsibilitiesAdministrative
- Support the archiving process of both physical and digital copies of procurement and logistical documentations.
- Ensure compliance with Local Operational Manual and implement organizational policies.
- Support the Proc/Log coordinator in the preparation of budget amendments if necessary.Logistics & Fleet
- Support the Proc/Log coordinator in the management of assets and logistics at the head office including supply chain, equipment, vehicle/transport, IT/communication.
- Support the Proc/Log coordinator in the proper management of the set up / running of base premises.
- Support with transport services, ensuring that vehicles are properly maintained and have all necessary documentation (logbooks, first aid kits, etc.).
- Support with transportation requests, international and in-country logistics for staff and goods if necessary.Asset & Premises
- Contribute to maintaining the asset database for the entire mission, ensuring that assets are correctly coded, labelled, and recorded in the Asset Register.
- Ensure assets are distributed to the relevant offices or bases, with all handover documents properly maintained.
- Monitor the day-to-day management of office and guesthouse facilities, ensuring cleanliness, safety, and functionality.
- Support the maintenance, procurement, and distribution of safety equipment, utilities, and office supplies.
- Secure necessary petroleum derivatives for office and guesthouse use, ensuring accurate tracking and documentation of supply and consumption.Procurement
- Support procurement processes at mission level in full compliance with internal Standard Operating Procedures (SOPs) and donor requirements, while providing support to the Procurement and Logistics Coordinator.
- Review and validate procurement requests (PRs), ensuring completeness, accuracy, and appropriate technical specifications; liaise with requesters to clarify needs and contribute to the development of specifications for the Procurement and Logistics department.
- Manage the full procurement cycle, including collection and evaluation of quotations/offers, preparation of comparative analyses, issuance of purchase orders (POs), and follow-up to ensure timely and efficient delivery of goods and services for assigned procedures.
- Support the Proc/log coordinator to Identify, assess, and manage suppliers/vendors; maintain and update the vendor database; establish and manage framework agreements for goods, works, and services.
- Conduct market assessments, surveys, and price analyses to ensure cost-effectiveness and value for money across all procurement activities and report to Proc/log Coordinator.
- Ensure procurement processes are compliant with audit and donor requirements, maintaining accurate documentation and proper filing/archiving systems.
- Support and actively contribute to internal and external audits, including preparation of procurement documentation and participation in expenditure verification processes.Job specifications
ESSENTIAL REQUIREMENTS
Qualifications and Knowledge
Ukraine nationality
Intermediate English (B1+) required.Professional experience
Strategic Planning experience with strong analytical skills.
At least 1 year of experience working in logistics and procurement field. In humanitarian context is preferred.Skills and Abilities
Planning, organization, and teamwork skills.
Proactive and dynamic attitude.
Ability to adapt and work under constraint, under pressure and in complex and multicultural contexts.
Interpersonal skills and intercultural approach.
Good listening and communication skills.
Good negotiation and conflict resolution skills.
Strong commitment to the Mission of WeWorld, genuine interest for international cooperation development topics.
Demonstrates integrity with regards to NGO values and ethical standards.
Displays cultural, gender, religion, nationality and age sensitivity and adaptability.
Treats all people fairly without favouritism.DESIRABLE REQUIREMENTS
Experience in large works contracts would be considered an asset.
Previous work experiences in Ukraine.
Driver licences, minimum 3 years of experience with no past accidentsWeWorld is sensitive to equal employment rights for vulnerable groups, so we particularly encourage applications from women and people with disabilities.WW has a zero-tolerance approach to any harm to, or exploitation of, a child or a vulnerable adult by any of our staff, related persons or partners. WW commitment to being a safe organization begins with the staff recruitment process which includes meticulous checks, such as criminal records checks or check disclosure of previous convictions, to ensure children and vulnerable people are safeguarded and abuse is prevented. Safeguarding checks are part of the selection process performance and criminal record may be asked to the candidate.
The candidate declares there are no SEAH /other serious misconducts relating concerns regarding his/her position and accepts background checks as part of the selection process.
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