Head of Procurement and Logistics, 100%, UKR

HEKS/EPER employs around 600 full-time staff members. Its work is guided by the vision of a just world where peace prevails, the dignity of all people is respected, and natural resources are preserved. HEKS/EPER is active in 25 locations in Switzerland and 30 countries worldwide, running more than 380 programmes and projects with a total volume of 138 million Swiss francs. Within the framework of Agenda 2030, the organisation focuses on four priority themes: “Climate Justice,” “Right to Land and Food,” “Asylum and Migration,” and “Inclusion.” HEKS/EPER also provides humanitarian aid to victims of natural disasters and armed conflicts, aiming to bring about change at the social, economic, and political levels. HEKS contributes to improving the living conditions of people both domestically and internationally, advocating for their rights. It raises awareness and mobilises society, politics, business, and churches. In 2023, around 16 million people benefited from the work of HEKS/EPER.

The Head of Procurement and Logistics is responsible for overseeing the procurement of goods and services, managing logistics operations, and ensuring an efficient supply chain for HEKS/EPER’s projects in Ukraine. This role is key to ensuring that the organization’s logistical functions and procurement processes are carried out in a timely, transparent, and compliant manner, aligned with donors’ and organizational regulations.

Therefore, we are looking immediately or by arrangement for a proactive and experienced person as

Head of Procurement and Logistics, 100%, UKR

Your main responsibilities:

1. Procurement Management:

• Lead the end-to-end procurement process, including needs assessment, supplier identification, competitive bidding, contract negotiation, and ensuring timely delivery of goods and services.
• Develop and implement procurement plans in line with project needs, budget constraints, and donor regulations.
• Ensure that all procurement activities are in compliance with HEKS/EPER’s Procurement policies, donor requirements and local laws.
• Establish and maintain relationships with key suppliers, ensuring competitive pricing and adherence to quality standards.
• Maintain accurate procurement documentation, including purchase orders, contracts, and supplier databases.

2. Logistics Management:

• Oversee all logistics operations, including transportation, warehouse management, and distribution of humanitarian aid to ensure efficient delivery to project sites.
• Ensure the availability and proper maintenance of vehicles and other logistical assets required for program operations.
• Coordinate with field teams to ensure logistical needs are met and that supplies are delivered in a timely manner.
• Optimize supply chain processes, ensuring cost-effective and timely delivery of supplies, even in challenging humanitarian contexts.
• Develop contingency plans to address potential logistical challenges, including disruptions in supply routes and security risks.

3. Compliance and Reporting:

• Ensure full compliance with procurement policies, donor guidelines, and national regulations, with a strong emphasis on transparency and accountability.
• Prepare regular reports on procurement activities, logistics operations, and supply chain performance for both internal management and donor reporting.
• Monitor and update asset management systems to track the use and condition of all HEKS/EPER’s assets and inventory in Ukraine.
• Conduct regular audits and risk assessments of logistics and procurement activities to identify and address potential issues.

4. Team Leadership and Capacity Building:

• Manage and mentor the procurement and logistics teams, providing guidance, training, and capacity-building initiatives to enhance team performance.
• Conduct regular performance evaluations and provide constructive feedback to team members.
• Promote a culture of continuous improvement and professional development within the logistics and procurement teams.

5. Strategic Planning:

• Develop and implement long-term procurement and logistics strategies that align with the overall objectives of HEKS/EPER’s programs in Ukraine.
• Anticipate and forecast program needs, ensuring that procurement and logistics resources are available to meet both routine and emergency response requirements.
• Lead market assessments to stay updated on the availability of goods, price trends, and potential risks in the supply chain.

6. Coordination and Representation:

• Work closely with program managers, finance teams, and other departments to align procurement and logistics functions with programmatic goals.
• Actively participate in coordination forums, including logistics clusters, to share information, mitigate supply chain risks, and coordinate with other humanitarian actors.
• Liaise with local authorities, customs officials, and other relevant stakeholders to facilitate the movement of goods and compliance with local regulations.

To be successful you bring:

Education:

• Degree in logistics, supply chain management, business administration, or a related field. Advanced certifications in procurement (e.g., CIPS) are an asset.

Experience:

• At least 5 years of experience in procurement and logistics management, ideally in humanitarian settings or international development.
• Extensive experience in personnel management
• Experience working with international donors and understanding of their procurement policies (e.g., ECHO, USAID, UN).
• Proven track record in managing large-scale logistics operations and procurement processes in a complex, high-risk environment.
• Experience in crisis management and the ability to adapt logistics and procurement systems to dynamic situations.

Technical Skills:

• Strong understanding of procurement systems, contract management, and supply chain best practices.
• Proficient in using logistics software and systems for procurement, inventory management, and transportation.
• Excellent negotiation, communication, and leadership skills.
• Fluency in English is required; Ukrainian or Russian language skills are an advantage.

Soft Skills:

• Strong decision-making and problem-solving abilities in high-pressure environments.
• Ability to lead and motivate a team, fostering a collaborative work environment.
• High level of integrity and commitment to transparency and accountability in all operations.

What you can expect from us:

Contract Type

• Fixed-term contract for 6 months, with potential for extension based on funding and performance.
• We are offering an international / expatriate’s or a national contract

Location

• Based in Kyiv, Ukraine, with frequent travel to field offices and other locations as required.

Compensation

• Competitive salary package commensurate with experience and qualifications, plus additional benefits as per HEKS/EPER policies.