Procurement and Facility Supervisor

Country: Ukraine

Reporting to: Country Logistics Manager

The Procurement and Facility Supervisor will ensure efficient management of supplies (purchasing, stock management) and facilities (premises, equipment, archives, general services) at operational bases in Ukraine. He/she is responsible for ensuring compliance with Humanity& Inclusion logistics standards and donor requirements, while informing the Country Logistics Manager of any difficulties and proposing appropriate operational solutions.

The mission is taking place in a complex humanitarian context in Ukraine, marked by major security constraints and a high level of responsiveness required in the management of Supply Chain and Facilities in order to guarantee operational continuity

MISSIONS / RESPONSIBILITIES

1. Ensure efficient management of procurement

Aim: To meet the site needs for materials, equipment, and services through a compliant, efficient, and ethical procurement approach.

1. Supervise procurement activities in compliance with internal procedures and donor regulations.
2. In collaboration with the project team and procurement officer, develop a Supply Plan for each project within the designated geographical area of responsibility, ensuring timely and cost-effective acquisition of goods and services.
3. Ensure that purchase files are complete (from the PSR to the reception note) and correctly archived
4. Ensure the goods and services provided comply with the request (quality, quantity, price, deadline, origin, etc.)
5. Ensure that local procurement activities are conducted in compliance with internal policies, procedures, and applicable donor rules and regulations.
6. Ensure the implementation of market analysis and keep an up-to-date database of local suppliers that satisfy the association's criteria (quality, price, service, ethics) and needs
7. Oversee the creation of local framework contracts for recurrent purchases whenever possible.
8. Ensure that purchase files are complete and correctly archived.

2. Ensure efficient management of facilities

Aim: To ensure that HI operations are consistently supported with the necessary resources for smooth and uninterrupted implementation.

1. Handle the physical management of stocks, storage facilities and equipment including regular inventory checks and proper tracking using HI tracking tools such as Stock Monitoring Chart (SMC) if applicable, Building Monitoring Chart (BMC), Equipment Monitoring Chart (EMC), etc.
2. Ensure all equipment are labeled with HI code and details are registered in EMC.
3. Ensuring collaboration with the Accounts Unit on the localization of fixed assets and their monitoring in the EMC.
4. Manage and carry out facility-related tasks—including office utilities, repairs, lease follow-up, and cleaning services—to maintain a safe and functional working environment.
5. Ensure that HI premises (offices and Guest houses) are well maintained and are adapted to HI needs.
6. Manage and monitor the use of vehicles and other means of transport to ensure compliance with HI rules and regulations.
7. Ensure vehicle logbooks are well maintained and up to date for all movements.
8. Ensure regular service and maintenance of vehicles are properly carried out and followed up.
9. Ensure timely follow-up of the vehicle fueling system and compile monthly fuel consumption and related expenses into the Vehicle Monitoring Chart (VMC).
10. Ensure program vehicles are equipped with minimum standard kits, tools, and documentation.
11. Ensure proper documentation and archiving of all facility-related files in line with HI and donor requirements.
12. Supervise and coach supply and facility staff, ensuring adherence to procedures and building team capacity.
13. Participate in internal control processes and support logistics-related reporting to HQ and donors.
14. Act as focal point for logistics and facility-related incidents, proposing practical solutions and escalating when necessary.
15. Support the Country Logistics Manager in preparing for logistical emergencies.

SKILLS

Required:

• Bachelor's degree in Logistics, Supply Chain, Business Administration, or related field
• Minimum 3 years of relevant experience, preferably in a humanitarian or NGO context
• Proven knowledge of procurement, stock, and asset management procedures
• Experience supervising staff and ensuring compliance with internal processes
• Fluency in Ukrainian; intermediate level of English
• Strong computer skills (Excel, Word, document management systems)
  
  Desirable:
• Experience with donor compliance (e.g., ECHO, UN, USAID)
• Knowledge of office facility and fleet management
• Valid driving license (category B)
• Experience supporting audits or internal controls
• Ability to work under pressure in dynamic environments

WORKING CONDITIONS:

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

Type of employment: Full-time

Benefits Package:

• 30 calendar days for annual leaves
• 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)

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).

EQUAL OPPORTUNITY

Humanity& Inclusion 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, color, race, marital status, or other protected characteristics.

All interested candidates irrespective of age, sex, disability status, religion, ethnic origin, color, race, marital status, or other protected characteristics are encouraged to apply for the vacancy.

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

Humanity& Inclusion 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.

Attention: Please send your CV in English.