Logistics Officer (Procurement, WH, fleet, assets)

• Organization: Polish Humanitarian Action (PAH), Warsaw-based international non-governmental organization with representation office in Ukraine
• Position: Logistics Officer
• Location: Mykolaiv
• Job terms: full-time
• Type of job: employment contract
• Starting date: April 2026
• Duration: fixed-term contract with a 3-month probation period till the end of 2026

• Ensure the implementation of procurement processes:
• Receiving, recording, and tracking of Purchase Requisitions Form (PRF): receiving incoming PRF, verifying that required signatures/authorizations are present, date, stamp them and record them in the requisition register, allocating a number to each in terms date, month and serially as they occur.
• RFQs/RFP and Bid Analysis: assist the Head of Department in tendering activities and participation in tender committees, prepare Checklists and Quotation Analysis Summaries during the Bid Analysis Committee meetings when quotations opened, analysed and supplier selected. Analyse quotation /Bids and pass these on to the Head of Department, coordinate technical evaluation or advice before orders are placed or presented to the procurement committee.
• Preparation and dispatch of orders: Prepare Purchase Orders/Contracts/Framework Agreement, enter them into the Procurement Tracker and present them to the Head of Department for verification and ultimate departmental approval. Under supervision of the HoD Prepare Purchase Orders/Contracts and send them to vendors for acceptance. Follow up the deliveries as per supplier's delivery schedules and track deliveries in Delivery Tracking Matrix.
• Expediting: manage samples provided by the suppliers, liaise with receiving warehouses/offices about the receipts of goods and maintain proper tracking of all deliveries. Assist in the preparation of the weekly procurement reports.
• Payments: prepare and maintain Procurement Files required as per the compliance for payments of goods/services.
• Ensure that all procurement process are properly documented and Procurement Files are kept as per PAH Logistics and Procurement Manual requirements

• Participate in partner's assessment
• Perform purchases for the partner based on partner's assessment
• Check and follow up on partner's procurement at each stage of the procurement process
• Prepare lessons learnt at the end of implementation period with the partner
• Perform regular visits to the partner's WH to check the condition of WH and arrangements for the distribution processes
• Provide consultations to the partner on any area of Logistics if required by the partner
• Participate in weekly meetings with partners.
• In close cooperation with the finance and partnership department, verify and confirm the availability of budget lines for procurement.
• Participation in the capacity building of PAH partners, from the logistics side

• Ensure that PAH minimum standards of logistics procedures and country policies are implemented and adhered in the area of warehouse management
• Provide support to HOD on areas relating to budgets, technical aspects of the programme, and implementation mechanisms as required
• Manage warehouse following PAH standard procedure in a systematic way
• Manage receiving incoming material and put on warehouse as per PAH standard procedure and dispatch material in various location as per the requirement
• Coordinate with fleet officer and transport company for arrangement of trucks for timely delivery of materials.
• Acquire and manage warehouse, trucks, pick-up and prepare agreement and make payment as per the agreement.
• Prepare warehouse and inventory reports

• Recording of PAH assets in the Assets Register
• Prepare proper handover documents for any assets assigned to Staff member
• Take a periodic physical verification
• Report any missing and damages and investigate as required

• Data collection, primary report reviews and consolidation of Procurement Tracker of field and submission of the report on a monthly basis.
• Create, summarize and compile weekly, monthly, quarterly Logistics report and analyze the data with key findings

• Follow and monitor the day-to-day fleet activities
• Reporting any fleet issue to fleet focal point/LOGs Co/LOGs Manager
• Provides monthly fleet report for Mykolaiv office to fleet focal point
• Work with other staff members to make sure security and safety procedures followed for any Vehicle movements.
• Regular inspection of the vehicles with fleet focal point to ensure they meet the safety standard

• Higher education;
• At least 1 year of work experience in Logistics/Procurement in international or local NGO;
• Good verbal and written communication skills in English (intermediate level)
• Understanding of international humanitarian work;
• Good interpersonal skills;
• Good working knowledge of Microsoft Office and Google Apps;
• Good organizational skills and discretion with confidential information;
• Proven ability to handle challenging workload;
• Ability to work independently and proactively.

• Opportunity to gain experience in a professional and flexible international NGO, one of the largest organizations in Central and Eastern Europe.
• Work in a dynamic and motivated team.
• Voluntary medical insurance fully covered by the organization.
• Free English language courses and other opportunities for professional growth.
• Full social benefits package in accordance with Ukrainian legislation.
• Flexible work arrangements.
• Access to confidential psychological support sessions when needed.
• Additional days off in observance of public and religious holidays in Ukraine.

• provide reasonable workplace accommodation.
• adapt the recruitment process.
• consider flexible working hours or remote work arrangements;
• create safe and accessible working conditions in line with individual needs.

• Short resume (max. 2 pages) including relevant information on your education and work experience.
• Indication of your availability to start your work for PAH.

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