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Program / Department Summary
Mercy Corps’ Ukraine crisis response seeks to meet the humanitarian needs of vulnerable. Ukrainians and other conflict-affected people where they are: displaced inside Ukraine, refugees in Poland, Romania and Moldova, or trapped behind frontlines. We aim to reach 500,000 vulnerable people with multi-purpose cash assistance, in-kind humanitarian support, and protection services across four countries. Almost all of our impact will be delivered in partnership: with Ukrainian, Polish, Romanian and Moldovan civil society organizations through a granting program that matches humanitarian action with capacity strengthening, and with peer international NGOs through a consortium in Ukraine. Mercy Corps is responding to the Ukraine crisis with large-scale consortium programming with a focus on Multi-Purpose Cash Assistance (MPCA). The Consortium is a partnership between four international humanitarian aid agencies to model and deliver innovative, effective cash and other humanitarian assistance programs to support people affected by the Ukraine crisis within Ukraine.
The Operations Department provides key support to the entire country program inprocurement, asset management, warehouse management, fleet management and facilities & office management for successful program implementation.
Essential Job Responsibilities
• Asset Management
o The Logistics Officer ensures that procedures outlined in the Mercy Corps Asset Management Manual are implemented.
o Responsible for logging all new Mercy Corps assets in the asset register and ensuring the appropriate coding and tags are placed on each item. Regularly updates asset register with changes and new acquisitions;
o Responsible for checking in/out Mercy Corps owned equipment to authorized staff
using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual;
o Provides regular physical count/check of all assets and confirm their status and condition;
o Coordinate with the responsible officer for tracking assets in other offices to ensure the locations and status of assets that have moved between offices;
o Update the electronic database monthly and provide an electronic copy to
supervisor and Operations Manager; A hard copy is printed, signed and filed in the assets folder;
o Advises colleagues on guidelines of Mercy Corps asset and equipment use guidelines.
o Ensure all lost, damage, sold, stolen (or other) items are properly recorded in with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is completed;
o Assists and coordinate project staff on inventory issues. Assist in providing end of project reports on inventory and equipment lists, locations and status;
o Maintain inventories of all Mercy Corps premises (non-expendable properties) conduct regular checks (quarterly), Office and Guest House.
Warehousing
o Follow the Mercy Corps Warehouse Policy and Procedures Guidelines;
o Daily coordination of MC logistical, warehouse and asset management activities;
o Ensure the timely dispatch, delivery of supplies to field offices and project locations;
o Has a full understanding of MC warehouse policies and formats. Assists, as needed
in training staff or third parties on these policies and forms;
o In charge of receiving all supplies regardless of whether it was procured or delivered from field locations
o Maintain the inventory and prepare the reports on a daily basis;
o All other activities to ensure the smooth warehouse operation;
o Prepare report of monthly stocks, end of grant stocks, fiscal year physical counts and other physical counts, as instructed by supervisor.
o Display bin cards on each item in the warehouse;
o Maintain physical and electronic copies of inventory, as per formats and forms provided;
o Generate the commodities movement way bills.
o Updates inventory records on all the receipts / issues of inventory items from MC warehouse.
Fleet management
General management of agency vehicles.
o Ensure that all vehicles are safe and road-worthy.
o Ensure that all vehicles have proper on-board vehicle documentation.
o Maintain administrative vehicle files for each vehicle.
o Responsible for preparing transport-schedules and ensuring SWAP arrangements between Field Locations are completed, coordinated and communicated in a timely manner;
o Continuous tracking of vehicle log-sheets; responsible for monthly compilation and submission of log sheets.
o Schedule vehicle use to meet programmatic and operational needs.
o Oversee and ensure proper use of the vehicles.
o Prepare fuel consumption reports
o Ensure cleanliness of vehicles.
o Organize regular service schedules for vehicles. Maintain vehicle maintenance files.
o Ensure all vehicle repairs are done in a timely manner.
o Track vehicle expenses in accordance with the respective procurement policy.
o File Monthly Vehicle Consumables reports for each vehicle separately.
o Manage drivers’ leave schedules ensuring smooth operation of the fleet.
o Coordinate with Human Resources to ensure proper tracking of drivers HR files.
o Ensure drivers are licensed and trained.
o Participate in hiring and disciplinary measures for drivers.
o Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.
o Ensure that security incident reports are completed and filed (if related to vehicles).
o Ensure that accident reports are completed and filed.
o Work with drivers on the day to day basis on movement plans, fueling, tyre status and service requests per KM reading of service mileage.
o Raise purchase request for fuel and manage the fuel consumption through the vehicle log consumables sheet, working with gas stations and processing payments.
In the same line ensure vehicles are fueled in the presence of Logistics officer or designated staff.
o Prepare weekly movement plans, coordinate with program team to submit these weekly, integrate and share with the team
o Other duties as assigned
ORGANIZATIONAL LEARNING
• As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
Accountability to Participants and Stakeholders
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.
Knowledge and Experience
• A Degree in Logistics and Procurement Management is desired
• 3+ years’ experience in logistics with strong organizational skills
• Ability to maintain logistics filing system,
• Ability to interact effectively with international and national personnel
• Adaptability to unanticipated circumstances,
• Microsoft Office computer skills and experience with using email.
• Ability to communicate in English.
• Proven ability to solve problems independently without supervision
• Proven track record of highest personal integrity
Success Factors
The successful candidate will be capable of working under pressure, rapid decision-making, have initiative, drive and a lot of energy, as well as high emotional intelligence, and proven experience with capacity building. Successful Mercy Corps team members have a strong commitment to teamwork and accountability, thrive in evolving and challenging environments, and make effective written and verbal communication a priority.
Diversity, Equity & Inclusion
Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives. We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.
Equal Employment Opportunity
We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.
Safeguarding & Ethics
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our stakeholders and to international standards guiding international relief and development work, while actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC’s policies, procedures, and values at all times and in all in-country venues
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