Project HOPE is hiring Logistics Officer

Job title: Logistics Officer

Overall purpose of the role: Provide support to Project HOPE Moldova’s programs and operations by undertaking technical and practical administrative tasks to ensure smooth, safe, and efficient functioning of the office and supply chain activities, in accordance with the Operations Handbook and Program Manual with adherence to the donor guidelines.

Responsibilities:

Administration:

Coordinate with the team the following:

• Administrative coordination and functioning of the office.

• Determine the needs for office supplies and ongoing replenishment of consumables.

• Support international staff in their lodging, local transport, and accommodation.

• Support the process of GIK donations and transports with humanitarian aid.

• Communication with external vendors, partners and authorities as needed, e.g. customs, emigration office, consulates.

• Flexibility and, if necessary, readiness to take over the duties of drivers / translators during informal meetings.

• Support senior management and other employees in logistical and administrative tasks.

Procurement:

Coordinate with the team the following activities:

• Support the office in preparing RFQs (Request for Quotations) and tender documentation, making sure procurement & tender relevant processes are executed within the timeline, budgets and Project HOPE guidelines.

• Make sure Project HOPE procurement handbook is followed and in place.

• Archive documentation, both soft copies and hard copies as per procedure.

• Conduct market search for relevant suppliers to look for better service or value for money for Project HOPE.

• Build and maintain supplier’s regional and local database.

• Execute efficient tracking system of procured goods and services and update it on regular basis.

Assets/Inventory:

Coordinate with the team to make sure:

• All Assets and GPE (General Program Equipment) are received, registered, tagged, and updated as per Project HOPE procedure.

• Inventory check on assets and GPE as per Project HOPE procure are conducted monthly, bi-annually, and annually.

• To follow up with HR and IT to issue assets and GPEs to new staff and receive them back on mission’s exit.

Transportation and Fleet Management:

Make sure that

• Project HOPE rented vehicles are tagged, tracked, and maintained.

• Project HOPE Fleet Operational Handbook is in place, explained and followed.

• Book flight/train/bus tickets for staff when or/and, if applicable.

• Coordinate local travel of regional staff – in/to Ukraine border, if required.

Facilities and Security

Follow up and make sure facilities and security requests are processed:

• Act as Local Security Focal Point, making sure Local Security and Preparedness Plans are followed by the staff.

• Manage guesthouses and office facilities, communicate with landlord/s on regular basis, search for new ones when needed.

• Receive maintenance facilitates requests from staff at both office and guesthouse/s and make sure they are followed on timely manner.

The responsibilities listed in the JD are not exhaustive and may be readjusted according to operational needs but will remain in line with the overall purpose of the role. 

Experience and technical competencies:

Education:

Bachelor’s degree in logistics, business, economy, engineering, IT or other relevant degrees.

Essential:

• At least 2 years of experience in logistics or supply chain management.

• Experienced in managing service providers, procurement procedures and policies.

• Experienced with administrative and logistics duties.

• Excellent computer skills. MS Office: Teams, Word & Excel.

• Experience in Enterprise Resource Planning, ERP is an advantage.

• Experience in working with (I)NGOs will be a plus.

Desirable:

• Strong interpersonal skills and commitment to humanitarian principles.

• Adaptive, attentive to details with pro-active approach.

• Strong negotiation, interpersonal and organization skills

• Flexible & willing to travel to other field locations.

• Driving license.

Languages:

Fluency in written and spoken English. Fluency in local spoken languages.

Interested candidates are welcome to apply by sending their CV and Cover Letter in English by email to mveaceslav@projecthope.org, mentioning in the subject line the title of the position "Finance Subaward Officer"