Logistics and Administrative Advisor – Ukraine

Location: Kiev, Ukraine, with possible travel to project locations.

Duration: 3 months (employment contract, part-time)

Reports to: Party Leader

Closing date: September 12, 2024

Background

Habitat for Humanity International (HFHI) is a global organization committed to providing safe, affordable housing for all. In Ukraine, HFHI focuses on rebuilding homes damaged by conflict, promoting housing resilience, and advocating for inclusive housing policies. The Logistics and Administrative Consultant will play a key role in supporting HFHI activities in Ukraine by ensuring effective management of logistics, office administration, and procurement processes during the start-up phase.

Purpose of the function

The Logistics and Administration Consultant will support HFHI’s operations in Ukraine for a period of 3 months. The consultant will be responsible for logistics coordination, office administration and procurement processes to ensure efficient operations. A service contract will be provided for the duration of this consultancy. The position will be part-time.

Main Responsibilities

Logistics Management

• Procurement: Develop the procurement plan and oversee the procurement of goods and services in accordance with HFHI policy and local legislation.
• Supplier Relations: Identify and negotiate with local suppliers to ensure efficient service and delivery.
• Transportation: Coordinate the transportation of personnel and equipment between project locations.

Office administration

• Office Furnishing: Assisting in furnishing the HFHI office, including finding suitable office space and handling rental agreements.
• Inventory Management: Ensure timely purchasing and availability of office supplies and equipment.
• Administrative Duties: Perform general administrative tasks such as filing, document management, and logistics for meetings and events.

Financial and Compliance Support

• Expense Monitoring: Track expenses related to logistics and purchasing to ensure HFHI requirements are met
• Reporting: Regular reporting on purchasing, asset management and administrative functions.

Security and safety support

• Safety Protocols: Ensure that logistics operations comply with safety protocols as prescribed by HFHI and in collaboration with the Safety and Security Advisor.
• Safety Equipment: Ensure the availability of safety and first aid equipment in the office – in collaboration with the safety and security advisor

Coordination and communication

• Coordination: Supporting HFHI, its suppliers and partners for logistical and administrative matters, including travel arrangements and bookings
• Communication: Support and advise the HFHI team in organizing events, workshops and meetings in collaboration with local partners and stakeholders.

Qualifications

• Bachelor’s degree in Logistics, Business Administration or a related field.
• Minimum 5 years of experience in logistics, purchasing and administration, preferably within international organizations or humanitarian projects.
• Possession of a local license to provide services.
• Strong organizational and problem-solving skills.
• Knowledge of Microsoft Office and relevant purchasing/management software
• Knowledge of Ukrainian procurement regulations
• Experience in the logistics and/or purchasing sector at an international organization is a strong advantage
• Excellent communication skills in Ukrainian and English.
• Ability to work in a dynamic, fast-changing environment.
• Attention to detail and being proactive

HFHI is an equal opportunity employer and strives to hire and assign the most qualified personnel for all of our positions in a manner that does not unlawfully discriminate on the basis of race, color, religion, sex, marital status, age, national origin, physical or mental disability, sexual orientation, veteran/National Guard reserve status, or any other status or characteristic protected by law.

Safeguarding: HFHI requires all employees to take seriously their ethical responsibilities to protect our intended beneficiaries, their communities and everyone we work with. Managers at all levels have a responsibility to support and develop systems that create and maintain an environment that prevents harassment, sexual exploitation and abuse, and protects the rights of beneficiaries and community members (particularly children).