Atlas Logistics Administrative Officer (Administrative Officer) in Handicap international

Atlas Administrative Officer 

COUNTRY: UKRAINE 

REPORTS TO:  ATLAS PROJECT MANAGER TRANSPORT 

LOCATION: Dnipro 

Please send your CV in English

GENERAL MISSION 

Context of the mission 

Since 1993, Humanitarian and Inclusion (HI) provided logistic services to the humanitarian actors responding to crises in 15 different countries through its logistics platform known as Atlas Logistique. 

Since March 2022, Atlas Logistique (AL) has been operating in Ukraine to offer logistical solutions to humanitarian organizations (humanitarian-to-humanitarian approach) in order to facilitate the delivery of aid in a faster, safer and most efficient manner the most affected populations.  

Currently, with three logistics hubs in Dnipro, Kharkiv and Mykolaiv, HI proposes mutualized storage as well as transportation services (including in hard-to-reach destinations) to other humanitarian actors. As per needs observed on the ground, HI also proposes cold chain/temperature-controlled storage and transport services to organizations delivering temperature-sensitive humanitarian goods to affected populations and local partners.  

MISSIONS / RESPONSIBILITIES 

Under the supervision of Project manager, the main missions are: 

Mission 1. Data follow up and monitoring:  

1.1 He/she is collecting and checking the validity of all the carriers and partners’ documents (GPS coordinates, volume/weight of cargo on the SRF…) 

1.2 Ensures ATLAS transport activities/system/process are in compliance with federal, provincial, and territorial laws. 

1.3 Ensures compliance with the HI Platform's Procedures. 

1.4 Ensures the data collection and the well entry in the different database in terms of Storage and Transport (Excel). 

1.5 He/she is responsible for collection, recording, monitoring, and archiving all transport purchase files. 

1.6 Explains to carriers the clauses of contracts of carriage and/or the TTN. 

1.7 Provides communication and identification tools for carriers/conveyors (GPS, Tracker, Mission Order, visibility etc.), depending on Security Department  

1.8 Collects and integrates supplier information into the "Contract monitoring" database.  

Mission 2. Administrative follow up:  

2.1 Ensures the administrative and HR relationship between the Transport Administrative Officer and the Transport Expert and Market Analysis Officer. 

2.2 Check carrier invoices sent by the Transport Expert and Market Analysis Officer before giving them to the Transport Expert and Market Analysis Officer for validation. 

2.3 Follow the payment process and supplier payment balance receipts. 

2.4 Handles the management of the paper mill and the follow-up to the basic needs for the transport activity. 

2.5 Regularly or at the request of its hierarchy, reports and statistics on transport activities.  

2.6 Proposes modifications of tools and formats, participates actively in the dynamics of continuous improvement and search for efficiency of the platform project.  

2.7   Ensure good communication between operational activities, Transport Officer, Database & Process Officer and admin/Finance Department. 

2.8 Ensure the good archive all the purchase files and keep the folder up to date and clean. Archiving and maintaining the different files in order (soft and hard copy) 

Mission 3. Representation: 

3.1 Participates in weekly meetings with the Transport Department 

3.2 Participates in conveying a professional and cordial image to partners and carriers 

3.3 Coordinating deliveries to the Dangerous area and reporting movements to the Security department 

3.4 Carry out market surveys, quotation and negotiations with transporters.  

3.5 Ensure Operational Follow up of the Transports (contact with carriers, drivers, representatives)  

3.6 Ensure the good accountability of process documents and ensuring the accuracy of information. (TTN,Invoice, ACT, reporting) 

3.7 Analyse the Transport market on specific roads 

3.8 Provides and update Security Dept about the Transport Security Information (Zone, date updates, delivery addresses etc) 

3.9 Provides communication and identification tools for conveyors/conveyors (GPS, Tracker, Mission Order etc.) 

3.10 Conducting support missions (training, mentoring, support, recruitment, internal audit, handovers) 

3.11 Ensure good communication-coordination-information with and between members of the team 

3.12 Ensure proper logistical management of the operational team close collaboration with the support services 

3.13 Help the Partners about the appropriate logistic for their action and propose the best solution of transport 

PROFILE SOUGHT 

Qualification(s):

• Bachelors degree in a related field (logistics, development, etc) 

• Will accept experience in lieu of education 

• Preferable - Qualification in the field of logistics 

Experience:

• At least 3 year’s experience in Transport Sector or Supply Chain (NGO or private company) 

• Experience with an international NGO is a plus 

Skills:

• Ability to communicate in English and Ukrainian. 

• Good translation, explanation, and negotiation skills 

• Good knowledge of the Ukrainian law 

• Microsoft Office Package 

• Good knowledge of Excel (will be tested) 

Personal qualities: 

• Ability to prioritize and take responsibility, strong organizational skills 

• Real motivation for working in the humanitarian sector 

• Autonomy and ability to work as part of a team 

WORKING CONDITIONS:

Contract: Employment contract (according to Ukrainian legislation) Fixed-Term

Type of employment: Full-time

Benefits Package:

• 30 calendar days for annual leaves 
• 12 days of internal wellbeing paid leaves annually (pro-rata)
• Medical Insurance for HI staff and one dependent (tax paid by HI)
• Individual counselling sessions for HI staff
• Relocation package might be granted for the managerial positions and key positions if needed 
• Relevant supportive measures for person with disabilities (if needed)

EQUAL OPPORTUNITY

HI is an equal opportunity employer. We value diversity and we are committed to creating an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability status, religion, ethnic origin, colour, race, marital status, or other protected characteristics. 

If you have a disability and require any special arrangements to assist you during the interview, please inform us with the necessary details.

Handicap International has clear institutional policies on "Child Protection", "Anti-fraud, Bribery and Corruption", "Disability, Gender and Age" and "Protection of Beneficiaries from Sexual Exploitation, Abuse and Harassment”. It is therefore mandatory for all staff to commit themselves to respect, uphold and promote these policies, and to sign the HI Code and Conduct.

By submitting the CV application, the applicant gives his/her consent to the processing of his/her personal data (in accordance with the legislation of Ukraine).

Менеджер з адміністративної діяльності Atlas Logistics (Administrative Officer)

COUNTRY: Ukraine

ORDERED BY:  Head of projects and programs in the field of tangible (intangible) production (transport program)

REGION: Dnipro

Please send your resume in English

GENERAL DUTIES

Mission Context

Since 1993, Humanity and Inclusion (HI) has provided logistics services to humanitarian organizations responding to crises in 15 different countries through its logistics platform known as Atlas Logistique.

Since March 2022, Atlas Logistique (AL) has been working in Ukraine, offering humanitarian organizations logistics solutions (a humanitarian-to-humanitarian approach) to facilitate faster, safer and more effective delivery of aid to the most affected population.  

Currently, having three logistics hubs in Dnipro, Kharkiv and Mykolaiv, HI offers other humanitarian organizations joint storage and transportation services (including to hard-to-reach places). According to local needs, HI also offers services for the cold chain/temperature storage and transportation of humanitarian goods to organizations delivering temperature-sensitive humanitarian goods to affected populations and local partners

TASKS / DUTIES

Under the leadership of the project manager, the main tasks are:

Mission 1. Data tracking and monitoring : 

1.1 He/She collects and verifies the validity of all documents of carriers and partners (GPS coordinates, cargo volume/weight at SRF...)

1.2 Ensures compliance of the ATLAS transport activity/system/process with state, regional and local laws.

1.3 Ensures compliance with Platform NO procedures.  

1.4 Ensures data collection and proper entry into various storage and transportation databases (Excel).

1.5 He/she is responsible for collecting, recording, monitoring and archiving all procurement and transportation files. 

1.6 Explains to carriers the provisions of transport contracts and/or TTN.

1.7 Provides means of communication and identification for carriers (GPS tracker, duty assignment, identification marks, etc.).

1.8 Collects and integrates information about suppliers into the "Monitoring contracts" database.  

Mission 2. Administrative support: 

2.2. Checks the carrier invoices sent by the transport specialist before providing them to the database and data processing administrator for confirmation.

2.3. Monitors the payment process and receipts for receipt of payment by suppliers.

2.4. Manages document flow and provides the basic needs of transport logistics.

2.5. Regularly or at the request of his manager, reports and sends statistical data on transport activities.

2.6. Offers modification of tools and formats, takes an active part in the dynamics of constant improvement and search for effectiveness of the platform project.

2.7. Ensures proper communication between operations, transportation specialist, database and data processing administrator and administration/finance department.

2.8. Ensures proper archiving of all procurement files and maintains current database in order. Archives and maintains various files in order (electronic and hard copies). 

Mission 3. Communication about the HI project Platform

3.1 Participates in weekly meetings with the Department of Transport 

3.2 Participates in the formation of a professional and friendly image among partners and carriers 

3.3 Coordinates delivery to hazardous areas and reports the movement to the security department 

3.4 Conducts market research, obtaining commercial offers and negotiations with carriers 

3.5 Provides operational control over transportation (contact with carriers, drivers, representatives)

3.6 Ensures proper accounting of process documents and accuracy of information (TTN, invoice, Act, reporting)

3.7 Analyzes the market of transport services on individual routes 

3.8 Provides and updates the security department with transportation security information (zone, update dates, shipping addresses, etc.)

3.9 Provides communication and identification tools for convoys (GPS, trackers, mission orders, etc.)

3.10 Conducts support missions (training, mentoring, support, recruitment, internal audit, transfer of responsibilities) 

3.11 Ensures proper communication, coordination and information sharing between team members 

3.12 Ensures proper logistics management by the operations team in close cooperation with support services 

3.13 Assist partners with proper logistics for their operations and offer the best transportation solutions

REQUIRED COMPETENCES 

Qualification(s): 

• Bachelor's degree in a related field (logistics, development, etc.)
• Experience will be accepted instead of education 
• Desirable - Graduate qualification in logistics

Work experience:

• At least 3 years of experience in the transport sector or supply chain (NGO or private company)
• Experience working in an international non-governmental organization is an advantage

Skills:

• Ability to communicate in English and Ukrainian.
• Good translation, explanation and negotiation skills 
• Good knowledge of Ukrainian legislation in the field of freight transport
• Knowledge of Office
• Good knowledge of Excel (will be checked)

Personal qualities:

• Ability to prioritize and take responsibility, strong organizational skills
• Real motivation to work in the humanitarian sector 
• Autonomy and ability to work in a team 

TERMS OF WORK

Contract:Employment contract (according to Ukrainian legislation) Fixed-term

Employment type:Full time

Advantages:

• 30 calendar days of annual leave
• 12 days of annual paid wellness leave (pro-rated time worked)
• Health insurance for HI employees and one family member (supplement paid by HI)
• Individual psychological counseling for HI employees
• Relocation package can be provided for management positions and key positions if necessary
• Appropriate support measures for a person with disabilities (if needed)

OPTIONS

HI is an equal opportunity employer. We value diversity and strive to create an inclusive environment based on mutual respect for all employees. We do not discriminate on the basis of age, sex, disability, religion, ethnic origin, color, race, marital status or other protected characteristics.

All interested candidates, regardless of age, gender, disability, religion, ethnic origin, color, race, marital status or other characteristics, are encouraged to apply for the position.

If you have a disability and require any special arrangements to assist you during the interview, please let us know the necessary details.

Handicap International has transparent institutional policies on Child Protection, Anti-Fraud, Bribery and Corruption, Disability, Gender and Age, and Protecting Beneficiaries from Sexual Exploitation, Abuse and Harassment" They are mandatory for all employees who are required to respect, uphold and promote these policies and sign the HI Code of Conduct.

By submitting a resume, the applicant consents to the processing of his personal data (in accordance with the legislation of Ukraine).