Employment terms

Location: Ukraine – Kyiv with frequent missions to the base(s) (currently Dnipro)

Duration:5 months renewable, from December 2024

Conditions: Salaried contract, gross monthly salary €2369 to €2884, according to experience, monthly per diem €600, medical coverage of 100% + repatriation insurance + provident fund, accommodation, international and local transportation as part of the mission. No family duty station.

TGH has chosen a deliberately simple and transparent remuneration policy, accessible on our website www.trianglegh.org. The salary levels advertised in our job offers are set within the framework of the salary scale and are not open to negotiation.

Presentation of TGH

Triangle of Génération Humanitaire (TGH) is an international non-governmental organization (NGO) developing and implementing emergency, post-emergency and development programs since 1994. The programs belong to the field of water supply, hygiene and sanitation, civil construction (housing), food security, rural development (livelihood), education and protection. Its dedicated teams work in 11 countries in Europe, Asia, Africa and the Middle East.

Presentation of the mission

TGH has been operating in Ukraine since June 2016. At the early stages, based in Kramatorsk, it supported the most vulnerable populations affected by the conflict in the Donbass region through protection assistance.

From February 2022 to October 2024, TGH established four operational bases in Dnipro, Vinnytsia, Cherkasy, and Lviv, delivering humanitarian aid through Protection activities (Case Management, Legal Aid and PSS), and Basic Needs (MPCA, Shelter, WASH), reaching a peak of about 17MEUR budget in two years.

Starting from October 2024 TGH has been focusing on Protection and Shelter in the Eastern region, supporting people in need in the Dnipropetrovska Oblast, Kharkivka Oblast, Donetska Oblast (GCA) and Zaporiska Oblast from its operational base in Dnipro and its coordination office in Kyiv, through direct and indirect implementation.

As a global nexus specialist, in parallel, TGH is also aiming to scale-up its recovery/ resilience program in the Central/ Western regions.

TGH is a member of the following Clusters and Working groups: Protection, Age and Disability Working Group (ADWG), Mental Health and Psychosocial Support Working Group (MHPSS WG), Food Security and Livelihoods Cluster (FSLC), Agriculture Working Group, Cash-based transfers Working Group (CBTWG) and WASH cluster.

In 2024, the most pressing needs in Ukraine include:

• Cash and financial support: To help people meet basic needs amidst economic disruption.
• Protection support: Ensuring the safety and well-being of civilians, especially vulnerable groups.
• Shelter/NFI: Providing adequate and safe housing and essential non-food items
• Winterization: Ensuring access to warmth and shelter during the winter months.
• Medicines and medical supplies: Addressing shortages and providing trauma and mental health care.
• WASH (Water, Sanitation, and Hygiene): Restoring access to clean water and sanitation to prevent disease.

Job description

In the context of the mission expanding and under the supervision of the Country Director, the Head of Logistics will lead the development of the country programme logistics strategy and ensure its timely implementation. S/he will provide logistics guidance, advice and support to all programme and field sites and the logistics staff in those locations as necessary or as requested.

S/he ensures that TGH policies, procedures, systems and guidelines are implemented, used and adhered by the team. S/he plays key role in defining and managing supply chain, contribute to enhance cost-effective logistics services and provide support in safety and security management on the mission.

More specifically, key responsibilities are:

Logistics coordination

• Define and implement the logistics processes and procedures.
• Assist the field teams in scheduling all logistics activities required to reach projects objectives and deadlines.
• Communicate regularly with the coordination team to achieve a thorough understanding of the priorities within the logistics activities.

Program activities

• Perform the role of technical advisor at country level and take final decision in concertation with the CD for all logistic tasks of the Mission.
• Be responsible for the appropriate selection, installation, use and maintenance of equipment across the technical disciplines.
• Develop and maintain good network of contacts to facilitate emergency responses and provide logistics support to any emergency responses as per needed.
• Supervise the proper use and understanding of all internal Logistics tools: assets, stock and fleet follow-up, communications.
• Perform the role of technical adviser to the program teams.

Procurement, supply chain, premises and asset management

• Oversee the full scope of the supply chain management for support and activities requirements within the country.
• Liaise with HQ logistics advisor for international procurement by providing optimal upstream communication.
• Liaise with HQ logistics advisor for procurement validation
• Be in charge of the implementation, the follow up and observance of TGH logistics procedures and more generally, donor compliance.
• Ensure active monitoring of the purchasing process.
• Ensure systems mitigate risks from corruption and insecurity.
• Oversee the fleet management.
• Ensure the existence and maintenance of a supplier database and develop robust local supplier relationships at national level.
• Ensure proper asset and stock registries.
• Ensure having sufficient inventory of IT Equipment.
• Negotiations with suppliers.
• Ensure smooth management of office and guest houses.

ICT

• Manage the ICT means of the mission.
• Manage the maintenance and renewal schedule of IT means: computers, printers, NAS server, satellite phones.
• Ensure the soft and hard archiving procedures are known and applied by the persons concerned.
• Ensure the Google drive works properly for all mission departments.
• Ensure Google workspace used perfectly for archiving logistics department files.

Team management

• Be responsible for defining the logistics department staff set up and drafting job descriptions of staff.
• Be responsible for the functional management of specified logistics staff in accordance with HR policies and procedures, including recruitment and performance management.
• Facilitate the communication within the logistics component of the team.
• Be responsible for the capacity building and training of all logistics staff to improve efficiency, awareness of and compliance with logistics systems, TGH and donor procedures.
• Participate in the recruitment, when required, of staff for the Logistics Department and provide training, coaching, and capacity development.
• Make sure that the base(s) receive proper technical guidance and support.

Safety and security

• Participate in development, review, implementation, diffusion and monitoring of TGH security measures in-country.
• Manage the implementation of logistics safety and security measures defined in the security plan of the mission.
• Evaluate and ensure the safety of offices and guesthouses.
• Report any security incidents to the CD and the Head of Safety and Security.
• Ensure premises are safe for staff occupation through active and passive features.
• Supervise the respect of logistics safety and security measures.
• Validate the movements tracking sheets received from the field.
• Support the CD in collecting and analyzing security events, trends.

Support the collaboration between Logistics and other departments (Administration, Programs)

• Strengthen the coordination between Logistics, Administration and Programs units, propose adapted solutions, tools and communication mechanisms to ease the overall supply chain and Logistics.
• Strengthen the coordination with Finance and Administration teams during and after the process of purchase and for the preparation of audits.
• Strengthen the coordination with Programs teams for the follow up of purchase requests and procurement procedures linked with field activities
• Strengthen the link with headquarters for the follow up of reporting tools and for the improvement on the procedures and methodologies of the mission in line with TGH internal process.

Meetings, Representation and Reporting

• Represent TGH among other organizations and at a national level.
• Attend national logistic external meetings (cluster, working groups).
• Attend Security external meeting upon CD request.

Security, working and living conditions

Despite the fluctuating security situation in Ukraine, the environment in Kyiv is relatively calm and travel on foot or by taxi is permitted in the city center and it is possible to go out in bars, restaurants. There is country wide government-imposed curfew in place from 24:00 to 05:00 according to the martial law in force in the country. TGH team works in spacious and well-equipped offices in the city center with availability of shelters. Access to good internet connection in the offices and accommodations.

Profile

• Higher education qualification in logistic management/purchasing
• Five years’ professional experience (including at least one year in a logistical coordination position in a humanitarian setting)
• Experience in fleet management, security, supply chain and stock
• Excellent organizational skills
• Ability to take effective decisions according to the context
• Good writing and communication skills
• Experience with capacity building and trainings
• Team management experience
• Excellent Microsoft Office skills
• Languages: Fluent English (written and spoken)
• Strong problem solving and organizational skills in day to day and crisis situations
• Ability to classify and to manage priorities and adaptability to changing priorities
• Ability to take effective decisions according to the context