Logistics Officer (Procurement, WH, fleet, assets) in Polish Humanitarian Action / POLSKA GUMANITARNA AKCIYa

Polish Humanitarian Action (PAH) is currently looking for Logistics Officer to support PAH activities aimed to enhance localization effort.

General information:

• Organization: Polish Humanitarian Action (PAH), Warsaw-based international non-governmental organization with representation office in Ukraine
• Position: Logistics Officer
• Location: Kyiv 
• Job terms: full-time
• Type of job: employment contract
• Starting date: April 2026
•  Duration:  fixed-term contract with a 3-month probation period till the end of 2026 

About PAH:

Polish Humanitarian Action (PAH) is an international non-governmental organization which since 1992 has been providing humanitarian and development help worldwide. So far, the interventions have been carried out in 46 different countries. By possessing long-standing expertise in the implementation of projects in Water, Sanitation and Hygiene, Food Security and Livelihoods, as well as Nutrition and Education, PAH concentrates its global activities on ensuring sustainable and stable development of regions suffering from the consequences of armed conflicts, natural disasters and other humanitarian crises.

PAH has been present in Ukraine since August 2014 delivering humanitarian aid to the most vulnerable of the conflict-affected population. PAH provides assistance to internally displaced people, elderly and single mothers, working in the sectors of food security protection and livelihoods. PAH Ukraine is currently expanding programming from humanitarian to both early recovery and development-oriented interventions that provide sustainable livelihoods opportunities to the affected population.

For more information, please refer to Homepage - Polska Akcja Humanitarna

Key Duties and Responsibilities:

Procurement- 25%

• Ensure the implementation of procurement processes:
• Receiving, recording, and tracking of Purchase Requisitions Form (PRF): receiving incoming PRF, verifying that required signatures/authorizations are present, date, stamp them and record them in the requisition register, allocating a number to each in terms date, month and serially as they occur.
• RFQs/RFP and Bid Analysis: assist the Head of Department in tendering activities and participation in tender committees, prepare Checklists and Quotation Analysis Summaries during the Bid Analysis Committee meetings when quotations opened, analysed and supplier selected. Analyse quotation /Bids and pass these on to the Head of Department, coordinate technical evaluation or advice before orders are placed or presented to the procurement committee.
• Preparation and dispatch of orders: Prepare Purchase Orders/Contracts/Framework Agreement, enter them into the Procurement Tracker and present them to the Head of Department for verification and ultimate departmental approval. Under supervision of the HoD Prepare Purchase Orders/Contracts and send them to vendors for acceptance. Follow up the deliveries as per supplier’s delivery schedules and track deliveries in Delivery Tracking Matrix. 
• Expediting: manage samples provided by the suppliers, liaise with receiving warehouses/offices about the receipts of goods and maintain proper tracking of all deliveries. Assist in the preparation of the weekly procurement reports.
• Payments: prepare and maintain Procurement Files required as per the compliance for payments of goods/services.
• Ensure that all procurement process are properly documented and Procurement Files are kept as per PAH Logistics and Procurement Manual requirements 

 Partnerships’ procurement and warehouse/transportation processes – 25%

• Participate in partner’s assessment
• Perform purchases for the partner based on partner’s assessment
• Check and follow up on partner’s procurement at each stage of the procurement process
• Prepare lessons learnt at the end of implementation period with the partner
• Perform regular visits to the partner’s WH to check the condition of WH and arrangements for the distribution processes
• Provide consultations to the partner on any area of Logistics if required by the partner
• Participate in weekly meetings with partners. 
• In close cooperation with the finance and partnership department, verify and confirm the availability of budget lines for procurement.
• Participation in the capacity building of PAH partners, from the logistics side

Warehouse and Inventory Management- 10%

• Ensure that PAH minimum standards of logistics procedures and country policies are implemented and adhered in the area of warehouse management
• Provide support to HOD on areas relating to budgets, technical aspects of the programme, and implementation mechanisms as required 
• Manage warehouse following PAH standard procedure in a systematic way
• Manage receiving incoming material and put on warehouse as per PAH standard procedure and dispatch material in various location as per the requirement
• Coordinate with fleet officer and transport company for arrangement of trucks for timely delivery of materials.
• Acquire and manage warehouse, trucks, pick-up and prepare agreement and make payment as per the agreement.
• Prepare warehouse and inventory reports

Asset Management – 10%

• Recording of PAH assets in the Assets Register
• Prepare proper handover documents for any assets assigned to Staff member
• Take a periodic physical verification
• Report any missing and damages and investigate as required

Reporting and Documentations- 20%

• Data collection, primary report reviews and consolidation of Procurement Tracker of field and submission of the report on a monthly basis.
• Create, summarize and compile weekly, monthly, quarterly Logistics report and analyze the data with key findings

Fleet Management – 10%

• Follow and monitor the day-to-day fleet activities 
• Reporting any fleet issue to fleet focal point/LOGs Co/LOGs Manager
• Provides monthly fleet report for Kharkiv office to fleet focal point
• Work with other staff members to make sure security and safety procedures followed for any Vehicle movements.
• Regular inspection of the vehicles with fleet focal point to ensure they meet the safety standard

 Logistics Officer will be selected based on the qualification requirements described below:

• Higher education;
• At least 1 year of work experience in Logistics/Procurement in international or local NGO;
• Good verbal and written communication skills in English (intermediate level)
• Understanding of international humanitarian work;
• Good interpersonal skills;
• Good working knowledge of Microsoft Office and Google Apps;
• Good organizational skills and discretion with confidential information;
• Proven ability to handle challenging workload;
• Ability to work independently and proactively.

What PAH offers:

• Opportunity to gain experience in a professional and flexible international NGO, one of the largest organizations in Central and Eastern Europe.
• Work in a dynamic and motivated team.
• Voluntary medical insurance fully covered by the organization.
• Free English language courses and other opportunities for professional growth.
• Full social benefits package in accordance with Ukrainian legislation.
• Flexible work arrangements.
• Access to confidential psychological support sessions when needed.
• Additional days off in observance of public and religious holidays in Ukraine.

 Equal Opportunities and Non-Discrimination

Our organization adheres to the principles of equality, respect for human dignity, and non-discrimination in accordance with the legislation of Ukraine.

We do not tolerate discrimination based on age, sex, gender identity, marital status, pregnancy, parental status, disability, health condition, race, skin color, ethnic or national origin, citizenship, language, religion or other beliefs, sexual orientation, or any other characteristic.

All candidates are assessed solely on the basis of their professional competencies and alignment with the position requirements.

 Employment of Persons with Disabilities

The organization is open to employing persons with disabilities and ensures equal opportunities to participate in the recruitment process.

If needed, we are ready to:

• provide reasonable workplace accommodation.
• adapt the recruitment process.
• consider flexible working hours or remote work arrangements;
• create safe and accessible working conditions in line with individual needs.

If you require any accessibility accommodations to participate in the recruitment process, please indicate this in your cover letter.

How to Apply

If you are interested in applying for this position, please send us the following documents prepared in ENGLISH:

• Short resume (max. 2 pages) including relevant information on your education and work experience.
• Indication of your availability to start your work for PAH.