Project HOPE is hiring Logistic Officer

Project HOPE is hiring Logistic Officer for Moldova!

Job title: Logistic Officer

Unit/department: Logistics / Project HOPE Moldova

Location: Based in Moldova

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:

• 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, accommodation, and long-term stay in Moldova.
• Support the effort of obtaining visas and resident/work permits for Project HOPE international staff, as required.
• 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:

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

Assets/Inventory:

• 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:

• Project HOPE rented vehicles, if any, 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 reservations with travel agency.
• Coordinate local travel of regional staff – in/to Ukraine border.

Facilities and Security:

• 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 landlords on regular basis, search for new ones when needed.
• Receive maintenance facilitates requests from staff at both office and guesthouses 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 3 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.

Code of Conduct

It is our and Project HOPE’s shared responsibility and obligation to prevent matters involving Sexual Exploitation & Abuse, Trafficking in Persons, Child Safeguarding and any suggested violation to our Code of Conduct, which may involve Conflicts of Interest, Fraud, Corruption or Harassment.  If you see, hear or are made aware of any suggested activities then you have an obligation to report.

In addition to the responsibilities referenced above, candidates can expect to be living and working in austere conditions. Lifting moderately heavy objects from the ground, carrying a backpack for extended periods of time, and walking or hiking in remote locations may be necessary to perform these functions.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands and work environment characteristics 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.

• Project HOPE employees work in the global health field and may be required to travel or work in countries where working conditions are classified as “hardship”.
• Travel for extended periods by air and other modes of transportation.
• Must be mobile in an office environment and able to use standard office equipment and must be able to communicate in verbal and written          form.
• Typical office environment with exposure to a minimal noise level. 

Interested applicants must submit their CVs to the following email: mveaceslav@projecthope.org

Deadline for application: September 27, 2023, by COB.