Procurement & Logistic Officer

WeWorld Background:

WeWorld is an INGO working across 27 countries and is part of ChildFund Alliance. WeWorld has a long-term experience in implementing multi-sectorial responses emergencies (e.g., Syria, Palestine, Haiti, Mali). In Ukraine WeWorld has been providing multi-sectoral lifesaving assistance in Kyiv, Kharkiv, Donestk and Mykolaiv Oblasts, and in newly liberated areas leveraging on existing partnership and capacity to timely identify and respond to needs. WeWorld offices are so far established in Kyiv and Kharkiv.

The Procurement & Logistics Officer is responsible for managing and executing procurement and logistics operations, including asset and inventory management, contract administration, procurement cycles, transportation, and premises management. The officer ensures compliance with global procurement standards and collaborates closely with other departments such as finance, HR, and program teams to meet the mission’s operational needs.

Contract Information:

Position/Contract type: Full time - National Employment Contract

Contract Duration: 8 months (including probation period), with possibility of extension

Starting date: May 2025

Main tasks and responsibilities 

1. Procurement

• Oversee the full procurement cycle for all procurement procedures for both program and support functions, ensuring compliance with global Standard Operating Procedures (SOPs) and donor requirements.
• Ensure procurement requests (PRs) are thoroughly reviewed, with appropriate technical specifications, seeking clarification if necessary.
• Collect and review quotations/offers, prepare purchase orders (POs), and ensure timely and accurate procurement of goods and services.
• Manage relationships with vendors, conducting regular market studies and vendor assessments to ensure competitive pricing and service quality.
• Resolve procurement-related issues, including discrepancies between purchase orders and received goods/services.
• Assist the Logistics & Procurement Manager and Budget Holders in executing tenders when required and support contract management, including any necessary addenda.

2. Logistics & Fleet

• Manage transport services for office and field operations, ensuring that vehicles are properly maintained and have all necessary documentation (logbooks, first aid kits, etc.).
• Coordinate all transportation requests, including international movements and in-country logistics for staff and goods.
• Oversee the organization’s premises operations, including asset and consumables management, inventory control, and record-keeping.
• Ensure that all goods and services procured are delivered according to the purchase contract and delivery schedule.
• Provide logistics support for communication and internet services, ensuring that all staff have access to reliable and functional communication tools.

3. Asset & Premises

• Contribute to maintaining the asset database for the entire mission, ensuring that assets are correctly coded, labelled, and recorded in the Asset Register.
• Ensure assets are distributed to the relevant offices or bases, with all handover documents properly maintained.
• Monitor the day-to-day management of office and guesthouse facilities, ensuring cleanliness, safety, and functionality.
• Responsible for the maintenance, procurement, and distribution of safety equipment, utilities, and office supplies.
• Secure necessary petroleum derivatives for office and guesthouse use, ensuring accurate tracking and documentation of supply and consumption.

4. Vendor & Contract Management

• Maintain the Vendor Database, ensuring it is up-to-date and reflective of active suppliers and service providers.
• Manage relationships with key vendors, particularly in areas of transport, IT, and facility management, ensuring compliance with contractual obligations.
• Handle premises management, including searching for and renewing contracts for office and guesthouse spaces.

5. Documentation & Reporting

• Ensure proper filing and archiving of all procurement and logistics documents (both hard and soft copies), verifying their accuracy and completeness.
• Support the preparation and submission of donor reports related to logistics and procurement.
• Regularly update the Procurement Follow-Up (PRFU), providing feedback and insights to the Logistics & Procurement Manager.
• Support in the preparation and submission of the SitRep report on logistics and procurement activities monthly, ensuring thorough and timely reviews.

6. Compliance & Audit

• Ensures strict adherence to WeWorld and Donors' procurement procedures and guidelines
• Reviews the Global Manuals and Guidelines to ensure their relevance within the country context.
• Ensure compliance with local laws, donor regulations, and organizational policies, including health, safety, and environmental standards.
• Prepare procurement and logistics documentation for audits, ensuring all procedures are completed and ready for external or internal review.
• Support the mission in gathering data for market studies and contribute to developing procurement-related SOPs.

7. Safety & Security Support

• Support the Country Representative on matters related to national safety and security.
• Participate in INSO (International NGO Safety Organisation) meetings and other relevant security coordination forums.
• Produce security reports as requested, providing analysis and recommendations.
• Ensure adherence to organizational safety and security policies and Standard Operating Procedures (SOPs).
• Monitor the security situation and implement recommended prevention and mitigation measures.
• Conduct security briefings for staff and visitors, ensuring they are informed of current security protocols and procedures.

Job specifications

ESSENTIAL REQUIREMENTS

Qualifications and Knowledge

• Master or equivalent in Logistics / Procurement / Engineering / Business Administration.
• Ukraine nationality
• Fluency in English is essential.

Professional experience

• At least 1 year in humanitarian Activity with 6 months in similar positions in a comparable context.
• Strategic Planning experience with strong analytical skills.
• Representation experience with institutions and participation in coordination meetings.
• Extensive experience in logistics, procurement and/or security management and procedures.

Skills and Abilities

• Leadership, planning, organization, and teamwork skills.
• Proactive and dynamic attitude.
• Ability to adapt and work under constraint, under pressure and in complex and multicultural contexts.
• Interpersonal skills and intercultural approach.
• Good listening and communication skills.
• Good negotiation and conflict resolution skills.
• Strong commitment to the Mission of WeWorld, genuine interest for international cooperation development topics.
• Demonstrates integrity with regards to NGO values and ethical standards.
• Displays cultural, gender, religion, nationality and age sensitivity and adaptability.
• Treats all people fairly without favouritism.

DESIRABLE REQUIREMENTS

• Experience in large works contracts would be considered an asset.
• Previous work experiences in the Country.

WeWorld is sensitive to equal employment rights for vulnerable groups, so we particularly   encourage applications from women and people with disabilities.

WW has a zero-tolerance approach to any harm to, or exploitation of, a child or a vulnerable adult by any of our staff, related persons or partners. WW commitment to being a safe organization begins with the staff recruitment process which includes meticulous checks, such as criminal records checks or check disclosure of previous convictions, to ensure children and vulnerable people are safeguarded and abuse is prevented. Safeguarding checks are part of the selection process performance and criminal record may be asked to the candidate. 

The candidate declares there are no SEAH /other serious misconducts relating concerns regarding his/her position and accepts background checks as part of the selection process. 

How to apply: Send your CV (indicating two references: name, telephone contact and email) and letter of motivation to Відправити резюме . Please indicate the reference number of the vacancy Ref: PROC/LOG/KYIV in the subject line of your email.

Only shortlisted candidates will be contacted.