Logistics/Security Officer NGCA Ukraine – MdM


22 Aug 2018

Severodonetsk, Luhansk oblast


I. Context of intervention

Medicos del Mundo (MdM) is an international humanitarian organisation whose mission is to provide medical care for the most vulnerable populations, the world over, including Spain. It seeks to stimulate voluntary commitment from doctors, other healthcare providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care.

MdM has been implementing a project in the Luhansk Oblast – Ukraine since September 2015. MdM intervenes to improve access and quality of healthcare services for vulnerable conflict affected populations in Luhansk Oblast, namely internally displaced persons (IDPs) and host communities in government-controlled areas (GCA) and civilians remaining resident in non-government-controlled areas (NGCA). MdM wishes to extend its intervention in NGCA through direct project implementation.

A field team has been in place since June 2015 and is now implementing activities in government controlled areas of Luhansk Oblast in order to:

* Restore access to primary health care services for displaced and host populations.

* Improve specialized care for survivors of gender-based violence for displaced and host populations

* Improving access to mental health and psychosocial support for displaced and host populations


II. Essential duties

On the mission level, the Logistics/Security officer NGCA supports the implementation and supervision of all logistics tasks linked with the implementation of activities NGCA. He/she is part of the Logistics team based in Severodonetsk and works with the program and support departments to ensure compliance with MdM logistics procedures in terms of procurement, transportation, safety, equipment and inventory management. He/she ensures the proper functioning of field equipment.

Under the supervision of the General coordinator, the Logistics/Security Officer NGCA carries the following responsibilities:

* Supply Management

* Administration

* Transport

* Equipment and communication tool management

* Coordination

* Safety and Security

* Other duties/responsibilities


Supply management

* Ensures appropriate implementation of MDM internal and donor procurement procedures.

* Maintains a smooth flow of supply chain for program activities.

* Keeps and updates the logistic filing system (hard and electronic copy).

* Ensures transparent compliance validation procedures.

* Negotiates prices, deadlines and delivery terms on behalf of MdM.

* Monitors relationships with suppliers, negotiates and prepares purchase contracts per MdM procurement procedure.

* Follows up for the pending purchases and informs the supervisor and the program team for the main hurdles and expected delivery dates. (through MO tracker and information).


Administration / NGCA

* Follows up contract time frames and advises the program and the coordination teams.

* Ensures that all logistic files are correct and up to date.

* Ensures that all logistics files archived both in soft and hard copies.

* Prepares weekly and monthly report on all logistic activities.


Transportation / NGCA

* Follows up the planning of vehicle movements for NGCA.

* Supports the coordination team with monitoring and organizing transportation of MdM staff from/to GCA and NGCA

* Ensures administrative documents for each vehicle tracked.

* Responsible for following up the contract/administrative issues.

* Responsible for coordination with State agencies and partner organizations and proper registration with relevant authorities of humanitarian cargos to NGCA

* In charge of the logistics support of the transportation of humanitarian cargos to NGCA


Equipment and communication tool management / NGCA

* Follows up installation and securing of equipment.

* Provides support and monitors maintenance of equipment.

* Updates and follows the park statement for NGCA.

* Organizes training sessions on the use of means of communication.

* Provides teams adequate data backup means.

* Ensures the maintenance and the proper use of computer equipment.



* Monitors long term contracts for NGCA and sends reminder per the term of the contract.

* Facilitates the exchange of information and ensures smooth communication process between the different departments (program, administrative and logistics)

* Participates in internal work meetings and informs MdM team about logistic issues.

* Contributes to the preparation of the monthly report on administrative and logistic activities

* Coordinates with other teams and ensure the team synergy with mutual respect

* Communicates with departments to set the priority of project


Safety and Security

* Conducts assessments of the security and safety situation with support of the General Coordinator.

* Develops a contingency plan and security rules for NGCA with support of the General Coordinator and the Logistics referent in HQ

* Ensures the display of security kits and briefs adequately the staffs on their usage.

* Participates in meetings with partners related to security (INSO…)

* Reports on any security related issues to the General Coordinator

* Briefs on security policy and safety rules in NGCA to all staff going to a field visit to NGCA for MDM activities, under the supervision of the General Coordinator.

* Ensures installation and good functioning of safety equipment.

* Conducts assessments on demand and functionality of safety equipment.


OTHER duties and Responsibilities

* Participate in New GH and/or Office identification and assessment in NGCA.

* Fulfills line management and training of the driver in NGCA

* Respects MDM principles/values and does not accept gifts in form of financial or any other compensation (ex: items/materials, food, drinks) from suppliers, traders, contractors, patients/ caregivers

* Drives MdM vehicle in case of emergency following to a Field Co. or a Gen Co approval.

* Maintains full confidentiality for all work-related information

* Performs any other additional duty on request of his/her supervisor.


III. Hierarchical and Functional links

Hierarchical link: GenCo

Technical link: Log Referent HQ


IV. Background of the candidate

Sex Indifferent

Humanitarian experience Yes

Nationality Indifferent

Coordination experience Yes

Emergency experience Yes

Languages English Fluent writing speaking.

Computer skills Yes

Russian / Ukrainian Fluent writing and speaking

Good knowledge of Windows environment (MS Word, MS Excel, PPT)


Profile required :

* University degree in business administration, material management, security, risk management or humanitarian field

* Significant experience working with NGOs

* Significant experience in logistics, facilities and/or security management with humanitarian organizations

* Knowledge of the global context in eastern Ukraine

* Good knowledge of procurement procedures in donor-funded humanitarian INGOs

* Experience in working and meeting with local authorities, partners and staff in a complex and volatile context

* Experience operating in challenging environments

* Ability to have a global overview of a program

* Professional fluency in the English language, both oral and written

Personal skills required:

* Ability to take quick decisions according to the context in coordination with the team

* Diplomacy

* Reactivity, anticipation, adaptability, capacity to take initiatives

* Organizational skills * Good writing and communication skills

* Teamwork spirit

* Gender sensitive


This position requires a high degree of confidentiality, honesty and impartiality.

This job description can be modified according to changes in MDM activities or in the context. It can be amended at any time after mutual consultation, in order to fit the requirements of the programs.

Médicos del Mundo is a Spanish humanitarian organization, involved in emergency, post-emergency and development programs in Luhansk Region, Ukraine.

The objectives of the programs are to limit the medical impact of the restrictions in accessing medical care on the displaced Ukrainian population, to improve health welfare of the IDPs and to bear witness to the violations of the right to health.

The employee shall respect Médicos del Mundo’s schedule and Terms and Conditions of Engagement for National Staff and is expected to be available anytime in order to answer to an emergency situation and be flexible and available beyond normal working hours if requested.

This job description can be modified according to changes in MDM activities or in the context. It can be amended at any time after mutual consultation, in order to fit the requirements of the programs.


Send CV and motivation letter in English to the address below: recruitment.mdmukraine@gmail.com with the reference: LOGISTICS/SECURITY OFFICER NGCA