Log/Admin Officer

[ENG]

CONTEXT

The Medecins du Monde MdM International Network has been operating in Ukraine since 2014, working to support health authorities in improving access to healthcare, with a particular focus comprehensive Primary Health Care (PHC), Sexual and Reproductive Health (SRH ) and Mental Health and Psychosocial support (MHPSS) services. 

Since February 2022, MdM-France has established a country office and base in Mykolaiv. The programme focuses on supporting locally based organisations delivering essential health services to population facing significant barriers to health care in Mykolaiv and Kherson Oblasts. The mission is planning to open a base and implement activities in Sumy oblast. 

MAIN RESPONSIBILITIES:

Responsible and accountable for the delivery of all logistics activities related to MdM premises, assets, equipment and fleet management at subbase and ensure a comfortable and healthy working environment in accordance with organizational policies and procedures, including asset related fleet management, asset and premises running, coordination of related logistics information for Sumy office  

Responsible for local procurement for the sub-base and for liaising with the Coordination team on program-related purchases 

Carry out the daily follow-up of cases in terms of implementation and administrative management.

WORKING RELATIONSHIPS: 

• Hierarchical link: Project Manager
• Functional link: Log and Admin coordination team
• Other: Coordination team, medical team, field team

ROLES & RESPONSIBILITIES: 

1. Management of premises 

1.1. Support the identification, opening and closure of premises, including related market research 

1.2. Coordinate and follow up on maintenance and repair works  

1.3. Ensure the safety and proper condition of the premises, including fire safety and electrical systems 

1.4. Monitor premises-related contracts and inform the line manager in advance of any renewals, extensions or terminations 

1.5. Ensure the availability and proper management of energy resources 

2. Fleet management 

2.1. Follow up the technical condition of the vehicles 

2.2. Submit regular fuel follow up, vehicles and generator logbooks as well as the fuel payment follow up 

2.3. Collaborate with the Project manager and Coordination team to determine the required number of vehicles 

2.4. In charge, together with the project manager and the HARO for the movement plan 

3. Procurement activities  

3.1. Manage the end-to-end supply chain for goods, services and works required for the functioning of the premises 

3.2. Ensure compliance with MdM procurement procedures and carry out procurement activities for the sub-base, including monitoring deadlines and liaising with requesters throughout the process 

3.3. Coordinate the progress of purchases related to program activities in close collaboration with the Logistics Coordination team 

3.4. Conduct market research and negotiate with suppliers within the scope of assigned activities 

3.5. Maintain clear procurement tracking system and update it on regular basis  

3.6. Support the Project manager in drafting the contracts for services, goods, works at subbase level 

3.7. Monitor and follow up on deliveries to ensure goods are received on time 

3.8. Coordinate the deliveries for program activities with the Project Manager and Coordination team 

3.9. Optimize the use of transport resources to ensure cost-efficient deliveries 

3.10. Ensure proper archiving and transfer of logistics documents in accordance with established procedures and maintain complete records for future audits 

4. Assets and equipment management 

4.1. Ensure that the base has sufficient assets and equipment to support its daily operations and operational movements 

4.2. Maintain accurate records of assets and equipment assigned to staff in line with MdM procedures 

4.3. Regularly check the condition and use of assets and equipment at the subbase and take appropriate action when required 

4.4. Keep an up-to-date record and monitor all assets and equipment at the sub-base 

5. Stock management 

5.1. Keep accurate stock records and conduct regular physical inventories 

5.2. Replenish the stock when needed  

5.3. Ensure stock levels are maintained and replenished when necessary 

5.4. Ensure storage areas are clean, organized and safe, with items properly stored and easily accessible to prevent damage or accidents 

6. Administrative work – HR 

6.1. To collect HR documentation and transmit it to Coordination for review and validation:  

• Contracts and all necessary documentation for contracts preparation as per check list 

• Leave request filled in and duely signed by Manager to comply both with Ukrainian legislation and MdM procedures 

• Follow-up Master Calendar at sub-base level 

• Sick leave information 

• Overtime request 

• Business trip request 

6.2. Induction facilitation :  

• Share to new employee all documents and planning prepared by Coordination

• Send back all documentation signed to coordination 

• Facilitate briefing at base level 

6.3 Offboarding 

• Share to new employee all documents prepared by Coo 

• Ensure handover is properly done (checklist)  

7. Administrative work – Finance / Payment 

7.1 Manage payments that should be done by bank card or cash in the base, meaning:  

• Preliminary check of invoices, acts, delivery notes, etc before sending to Coordination for review and validation 

• Sending request of payment to coordination for validation, including all supporting document 

• Recording all payments done in cashbook  

• Compile all supportive document to send the financial monthly closure to coordination  

• Ensure the proper archiving of documentation (physical and on sharepoint) 

• 7.2 Support on payments that should be make by bank transfer (coordination) 

• Preliminary check of invoices, acts, delivery notes, etc before sending to Coordination for review and validation 

• Sending request of payment to coordination for validation, including all supporting document 

• Ensure the proper archiving of documentation (physical and on sharepoint) 

• 7.3 Cash management : Proceed to inventories with Project Manager and send all cashcount to coordination 

8. Other Duties 

• Participate in internal work meetings and inform MDM team on log issues 

• Maintaining full confidentiality for all work-related information 

• To perform any additional duties on instruction given by the Project Manager. 

9. Archiving  

• Follow the archiving process 

• Make sure that every document is available at any time 

10. Reporting 

• Ensure timely transmission of administrative, financial and logistics documentation to coordination. 

• Provide line-manager with a handover report at the end of contract  

11. Management: 

• Supervise and provide guidance to directly managed staff (driver) 

• Conduct regular performance reviews in line with MdM procedures 

SKILLS REQUIRED: 

• Training & Experience 

• Similar experience or a minimum of 2 years in a national or international NGO or private sector 

• Skills 

• Technical skills related to supply and logistics management 

• Negotiation skills   

• Write professional reports, collect and analyze data, organize, classify and communicate information  

• Ability to use Excel and the Microsoft Office Pack.         

• Good knowledge of Sumy market 

• Basic cash management knowledge 

• Languages 

• Fluency in spoken/written Ukrainian 

• Basic English 

• Soft Skills  

• Autonomous 

• Good teamwork skills, good interpersonal skills 

• Sense of initiative and confidentiality 

• Rigor and organizational skills 

• Ability to analyse, conceptualize and plan 

• Organize and prioritize activities  

• Good writing and verbal communication skills  

• Stress management 

• Adapt communication to the audience 

EMPLOYMENT CONDITIONS: 

• Contract Type: Fixed term contract 

• Duration: 6 months (possibility for extension)  

• Starting date: Nov 2026 

• Job Schedule: Full time   

• Location: Sumy (Oblast – city to be determined when opening) 

• Employment: Logistic Admin Officer - category 5