Logistics Specialist - Ukraine

Salary Range: Please note the typical Hiring Range for this role is $68,000-$72,000 annually. Job offers within the range are based on relevant job qualifications and pay equity.

The Logistics Specialist contributes to the calling of Medical Teams International by defining and implementing countrywide logistics strategies in the areas of procurement, fleet, fuel, construction, rental premises and inventory and asset management in accordance with Medical Teams and donor policies and regulations.

Medical Teams International Calling:

Daring to love like Jesus, we boldly break barriers to health and restore wholeness in a hurting world.

Medical Teams International holds strict child and vulnerable adult safeguarding principles and a zero-tolerance policy for misconduct related to sexual harassment, exploitation and abuse in the workplace and other places where the organization’s activities are rendered. Parallel to technical competence, recruitment & selection, hiring decisions will give due emphasis to assessing candidates’ eligibility thorough background checks, police clearance, and professional reference check processes.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Supply Chain Planning

Logistics Specialist is responsible for working closely with internal and external stakeholders to ensure effective supply chain planning and preparation to support program implementation. Supply chain planning includes.

• Support the Logistics team in developing procurement plans for active grants, in collaboration with program Coordinators/Managers and internal and external stakeholders to support program implementation.
• Ensure program teams develop distribution plan for supplies and assets of closed grants in the warehouses.
• Coordinate with supply chain field staff to ensure that there is sufficient spaces in warehouses before sending program supplies to the field sites.
• Support the Logistics team in preparing warehousing plans, transport plans and distribution plans.
• Oversee the Implementation of all Medical Team procurement SOPs.
• Monitor supply market and conduct market surveys & analysis.

Procurement

• Provide leadership to the Procurement function.
• Perform Market Analyses by collecting, organizing, and analyzing market data and financial reports.
• Develop and regularly review Grant(s) procurement and distribution plans, ensuring resolution of all related issues collaborating with programs unit leadership.
• Support the operations in developing and implementing category sourcing strategy.
• Handle Negotiations with suppliers.
• Oversee the bidding process.
• Maintain relationships with suppliers, and program staff.
• Review, and utilize Procurement contracts, including Master /Framework Agreements for purchases.
• Ensure preparation and submission of timely and accurate supply chain report(s) to inform the decision-making process.

Inventory, Warehousing, And Assets Management

• Lead the operational and strategic aspects of inventory, warehousing and assets management.
• Inventory control, including drug storage, Cold chain, buffer stock, gifts in kind stock (GIK) and food commodities.
• Ensure the implementation of the Medical Teams inventory policies regarding all project Items including cycle count, reporting discrepancies, pharmaceutical quality assurance as well as cold chain policies where applicable.
• Support in developing and ensure item distribution plans and up-to-date and being adhered to.
• Oversee inventory disposal procedures.
• Conduct Asset needs assessment.
• Ensure that grant inventory and asset tracker/ report is accurate, regularly produced, reviewed, and approved before the Grant closing date.

Logistics And Fleet Operations

• Lead in developing country specific fleet management policies that are consistent with the Country department of transport requirements and with the requirements of Medical Teams Global fleet management.
• Dissemination and adherence of the vehicle safety policies by all vehicle users.
• Conduct transport need assessments.
• Develop and monitor fleet movement plans, vehicle repairs, drivers’ assignment, vehicle safety, and fuel consumption.
• Develop vehicle management cost analysis and ensure Fleet KPI reporting roll out.
• Regular issuance, review, and usage of vehicle monthly reports to inform strategic decision-making process.

Technical Management & Systems:

• Participate in the development and implementation of ERP, BvA and other Supply Chain systems and, when necessary, Logistics standard Operating Procedures.
• Lead continuous process improvement strategies through application KAIZEN and other process improvement tools.

Pharmaceutical Supply Chain:

• In collaboration with the health team, forecasts and supply planning for pharmaceutical supply are created for all health projects by project start date.
• Ensure development of a supply strategy for the supply of pharmaceuticals in collaboration with the Pharmacy and Programs Department.
• Ensure implementation of Medical Teams pharmaceutical quality assurance policy, associated SOPs and procedures for Cold Chain best practice in the warehouse and in local transport in accordance to the GMMM.
• Ensure adequate medicine management, storage and transportation tools are available for the effective management of drugs.
• Ensure Good storage practices within the operations of Medical Teams

Other Duties:

• Ensure the Safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies. Incumbents will remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct yourself in a manner consistent with the Safeguarding code of conduct and behavior expectations.
• Utilize volunteers when appropriate.
• Additional duties as assigned.

EDUCATION, LICENSES, & CERTIFICATIONS

Required:

• Bachelors Degree

Preferred:

• Masters Degrees in a related field
• Advanced professional certification in supply chain management and/or emergency response management

EXPERIENCE

• At least 5 years of experience in handling humanitarian supply chain.
• Strong ERP roll out and management skills.
• Demonstrated ability to develop and roll-out supply chain policy and SOPs
• Clear training and mentoring ability.
• Experience working with a diverse portfolio of Donors and knowledge of specific donor guidelines

KNOWLEDGE, SKILLS & ABILITIES

Knowledge

• Global supply chain management including clearance, transport, warehousing, distribution, fleet and fuel management and asset and inventory management.
• NGO reporting as related to procurement, inventory management, fleet and fuel management, construction management.
• Experience in NGOs and with different donor policies.
• Risk Management
• Change Management

Skills

• Strong report writing skills ability to compile narrative sections for proposals and donor reports.
• Competency in basic data management and epidemiological analysis.
• Excellent cross-cultural skills with the ability to communicate and negotiate clearly and effectively at all levels.
• Highly developed interpersonal and communication skills including influencing, negotiation, and coaching.
• Skilled at creating and monitoring budgets and making appropriate adjustments as necessary.
• Highly skilled at managing projects to satisfactory completion.
• Strong computer and communication equipment skills, including Microsoft Office applications, HF and VHF radios.
• Conflict resolution skills
• Strategic thinking

Abilities:

• Strong results orientation, with the ability to challenge existing mindsets.
• Highly developed cultural awareness and ability to work well in an international, stressful, and security-sensitive environment with people from diverse backgrounds and cultures.
• Have a high degree of flexibility and ability to work under sometimes extreme hardship conditions against tight deadlines.
• Strong commitment to building the capacity of national staff and partners with willingness to adopt participatory and consultative approaches.
• Proven ability to build/work in a team and to manage and motivate personnel and to draw on individual skills to advance agendas and problem solve.
• Ability to prioritize tasks.
• Problem-Solving ability
• Results focused
• Ability to read, analyze and interpret administrative reports, technical procedures, or government regulations.
• Ability to write reports in English and compile narrative sections for proposals and donor reports
• Ability to effectively present information and respond to questions from managers, counterparts, and government representatives.
• Proven representation and advocacy skills with capacity to represent the organization in a professional manner to donors, volunteers, and the public.
• Ability to work independently and in challenging environments.
• Ability to work collaboratively and cross functionally with others.
• Decision-making capability
• Ability to support Medical Teams’ Calling and adhere to Medical Teams’ Code of Conduct

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent use of a personal computer, database and digital platforms, and other office productivity machinery, such as a copy machine and computer printer.
• Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.
• Frequent communication and exchange of information among colleagues and persons of concern which requires the ability to speak, hear, convey and express oneself.
• Frequent close vision and the ability to adjust focus.
• Occasionally ascends/descends stairs, steps, or ladder
• Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
• The employee must occasionally lift and/or move up to 50 pounds.
• Seldom to occasionally positions self to stoop, kneel, crouch, or crawl.
• If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderately quiet.
• The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme weather, and very basic living conditions.