Consulting Services - Safety and Logistics Coordinator/ Consultancy Logistics & Security Coordinator in Bibliotheques Sans Frontieres

supply chain management

• Development and implementation of procurement plan according to the mission and requirements of BSF and donors.

• Guarantee of a transparent and documented supply chain. >

• Optimization of purchase, storage and transportation costs. >

  • Administrative Office Control and Need Identification. l>

    Coordination of guest house (GH), including costs and safety. Strong>

    • Organization of transport for staff and cargo.

    • inventory and equipment monitoring.

  • Transport and Infrastructure

    • Organization >

  • Budget and Reporting

    • Logistics Budget Management and Reporting. /

  • Safety

    • Risk Monitoring and Security Measures. /

  Hiring Conditions

  • Type of Contract: Consulting Contract

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  • Duration: 3 months

  • Reward: up to 6,000 euros for 3 months

  • Starting Date: Beginning March

  • Place of work: Kiev

  Expected results (documentation and reports)

  • Development of 3 procurement plans for current projects.

  • Evaluation action).

  • Analysis of Optimization Optimization, Storage and Transportation (Report).

  • Main Procurement Analysis Market.

  • Budget forecast for 3 months.

  • Regular logistics and safety reports.

  • Local Transport Documentation.

  
  
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  about bsf

  Founded in 2007 by the French Historian Patrick Weil, Bibliotheques Sans Frontieres t Implements Inclusive and Innovative Projects in 30+ Countries , enabling people affected by crises and precarity to educate themselves, dream and (re)build their lives. Thanks to its innovative tools, library of contents and expertise in mediation, BSF and its partners tackle the major challenges of the 21st century such as education, culture, citizenship, community building, health, employment or entrepreneurship. 

  At BSF, decisions are only based on the applicant’s skills and qualities regarding its needs of recruitment within a respectful and inclusive process. BSF hires and employs individuals regardless of their gender identity, sexual orientation, religion, cultural or ethnic background, or disability. 

   

  UKRAINE RESPONSE PROGRAM 

  The Russian invasion of Ukraine in March 2022 led to massive population displacements within the country and in neighboring countries. Needs related to protection, orientation, information and psychosocial support for displaced populations - mainly women and children - are a priority alongside primary needs.  

  Since the first semester of 2022, throughout Ukraine BSF has created several Ideas Box Hubs for emergency information, protection and psychosocial support in partnership with local, international and public organizations. The Ideas Box allowed to quickly deploy safe spaces for children that include psychosocial, educational, cultural and recreational activities. In each Ideas Box, books in Ukrainian, games and applications were selected, as well as digital resources (educational, information, cultural, entertainment videos, websites, applications, etc.) via the offline server.  

  BSF also implemented digital learning centers to support displaced children in pursuing their education as well as adults in their access to learning and information. It also facilitated access to mental health and psychological support via provision of contents to partners. Moreover, in December 2024 BSF will finalize a project addressing needs in conflict-related sexual violence (CRSV), developed in partnership with the UN office of the Special Representative of Secretary-General on CRSV.   

  Now that BSF is identified as a relevant humanitarian actor in Ukraine, it is about to transfer its office and team from Lviv to Kiyv. Besides, in August 2024 it has concluded an 18-month long partnership with the Norwegian Refugee Council (NRC) to address, within the highly exposed Donetsk and Kharkiv oblasts, the population’s needs in formal and non-formal education as well as in catch-up learning.  

  In this context of expanding activities and increasing volatility of the conflict dynamic, BSF is looking for a Logistics & Security coordinator to accompany the transfer of our offices to Kiyv as well as the shift of our operations towardsthe East of the country, in a safe and secure manner.  

   

  POSITION WITHIN THE ORGANISATION 

  The Logistics & Security coordinator is under the authority of the Ukraine Country Representative. The Desk International, based at the HQ in France, will provide its support and/or insight based on needs. 

  KEY RESPONSIBILITIES 

  In close collaboration with BSF Country Representative in Ukraine, the Logistics & Security coordinator will be responsible for the following tasks: 

  1. LOGISTICS  

   

  1. Supply Chain Management  

  • Develops and implements procurement plans that are in line with the objectives of the mission, while meeting the requirements of BSF procurement procedures and donors' standards.  

  • Guarantees that supply chain is implemented and documented for all purchases  

  • Ensures fluid communication and exchange of information with purchasing and shipping department at headquarters   

  • In coordination with the program coordinator and the country responsible, the logistics and security coordinator are responsible for making local purchases and ensuring timely delivery to partners locations. 

  • Optimize procurement, storage and transportation costs whenever possible. 

  1. Premises management  

   

  • Ensures the administrative management of premises at the base level and identifies needs regarding assets and facilities. 

  • Manages office-related small purchases (e.g., supplies, utilities, minor maintenance) to ensure a functional and comfortable workspace. 

  • Oversees the management of the Guest House (GH), ensuring basic maintenance, security, and essential utilities. 

  • Defines and implements a clear framework for cost-sharing between BSF and expatriates regarding the Guest House (e.g., BSF covers rent, utilities, and maintenance, while expatriates cover personal expenses such as food and personal supplies via their per diem). 

  • Ensures proper tracking and allocation of premises-related expenses to maintain financial transparency and compliance. 

   

  1. Communication, stock and equipment Management  

  • Coordinates transport of goods, equipment, and personnel.  

  • Ensures regular communication and reports to program team on the field and HQ logistics team  

  • Manages and monitor equipment (including communication tools inventory and stock control.  

  • Ensures premises’ administrative management at base level and identifies needs regarding assets and premises 

  1. Transport and Infrastructure  

  • Oversees the maintenance of infrastructure (offices, guesthouses).  

  • In coordination with Program Coordinator, is responsible for managing the logistics of BSF staff trips to the field (e.g booking hotels, trains, and other necessary travel arrangements) 

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  5. Budget and Reporting  

  • Develops and manages the logistics budget in coordination with the finance department.  

  • Tracks expenditures and reports on costs to ensure donor compliance.  

  • Prepares regular logistics reports for coordination and external partners.  

  6. Coordination and specifics 

  • organizes and documents local transportation from BSF storage location to partner locations according to freight standards  

  • ensures the good reception of international shipment in coordination with HQ logistics team, partners and program teams, and manage customs clearance locally   

  • in coordination with Program Coordinator, is responsible for making purchases in Ukraine and ensuring timely delivery to partner locations.  

  • Accompanies the transfer of BSF office and teams from Lviv to Kyiv 

   

  1. SECURITY  

   

  • Monitors INSO reports and other relevant sources to track security trends and assess potential risks. 

  • Ensures that security procedures are effectively implemented and adapted to the evolving context. 

  •   Identifies and follows up on security training opportunities for BSF staff to enhance awareness and preparedness. 

  • Supports the enforcement of security protocols, including staff movement tracking and incident reporting. 

  •  Acts as a focal point for security-related matters at the base level, liaising with HQ and relevant external actors as needed.     

  • Mitigates logistics-related risks by ensuring all operations and activities are conducted in a safe and secure manner, adhering to the organization's risk management protocols and guidelines. 

   

   

  COMPETENCIES REQUIRED 

  • Experience in the humanitarian sector. 

  • Proven experience in developing logistics and security related technical tools, guidelines and systems; 

  • Strong assessment, evaluation and analysis skills. 

  • Ability to coach and empower teams that are “new” to security and safety related files, in a pedagogical way. 

  • Recognized relational, communication and writing skills  

  • Solid sense of responsibility, reliable and rigorous with an ability to manage stress and priorities.  

  • Fluency in English.  

  • Availability to move in the country for field missions by him/herself and/or with colleagues from the Ukraine team as well as with visitors from HQ; 

  • Respect for BSF's values and principles 

       

  RECRUITMENT CONDITIONS 

  • Type of contract: Consultancy 

  • Duration of the contract: 3 months 

  • Cost: Maximum 6’000 for 3 months 

  • Starting date :  Early March 

  • Workplace: Kyiv 

   

   

  DELIVERABLES 

  • Procurement plan to be designed for all current project (3 Procurement plan) 

  • Review the previous documentation to ensure its compliance with BSF process (report and action plan) 

  • Identify opportunities to optimize procurement storage and transportation (report) 

  • 1 market analysis of our recurrent purchases 

  • Logistics Budget Forecast – Develop an initial three-month logistics budget in coordination with finance. 

  • Logistics & Security Reports – Submit regular reports on logistics and security updates for internal and external partners. 

  • Local Transport Documentation – Develop and maintain a tracking system for all transportation of goods from BSF storage to partner locations. 

  • Analysis of the import system – to make BSF able to import themselves. 

  • Security Risk Monitoring System – Regularly review INSO reports and security updates to assess risks. 

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