Logistics Officer (Ukrainian Nationals only)

Job Title : Logistics Officer

Department : Operations

Division: Logistics & Procurement

Duty Station : Odesa, Ukraine

Line Manager : Logistics Coordinator

• Technical Line Manager: Senior Logistics Officer
• Line Management Responsibility: N/A

Position Type: Full-time

Nonviolent Peaceforce (NP) is a dynamic, international non-governmental organisation. We work with people affected by violent conflicts to enhance their security and dignity through Unarmed Civilian Protection (UCP). We work to reduce violence, protect civilians in countries affected by violent conflict and its aftermath, and help transform the world’s response to conflict situations.

OVERVIEW:

The role is within the Nonviolent Peaceforce - Ukraine Country office (CO) to provide a central support service to multiple departments. We are looking for someone with a passion for organisation and accuracy looking to use their skills in complex administration, multi-tasking and problem-solving to make an impact on NP’s administrative and operational duties.

JOB SUMMARY:

The Logistics Officer provides operational and administrative support to the Country Office and all field offices, focusing on procurement, rental and lease agreements, logistics-related payments, cost tracking, and documentation. The role ensures accurate and timely processing of procurement and payment requests, compliance with organizational procedures and donor requirements, and effective communication with field teams, Finance, suppliers, and service providers.

This varied role, will require a high-level of organisational, communication and IT skills to provide a key central support function to various teams: HR, Finance and the Field teams, in particular the Field Programme Officers (FPO).

The role supports the Country Office and all field offices with administrative and operational duties. This includes performing a variety of administrative tasks, including management of office and accommodation contracts, management of the office administration.

KEY RESPONSIBILITIES:

1. Commitment to NP Principles:

Demonstrate a commitment to NP’s mandate and principles.

Maintain a positive image of the organisation full-time while communicating with external actors, staff or operating in the field.

2. Support to Logistics:

Process procurement of goods and services valued below USD 10,000 for the Country Office and all field offices, including simple procurement and procedures requiring BID analysis.

Research the market, collect and compare supplier quotations, and update the vendor list to support purchasing decisions.

Arrange procurement for office facilities and premises-related needs, compare options for value for money, and prepare the required contractual documentation.

Check facility-related contracts and service providers, follow up on service quality and delivery issues, and report any non-compliance with agreed terms.

Prepare and follow up on monthly payments for utilities, facility services, consumables, and office supplies required by the Country Office and all NP field offices.

Prepare vehicle lease agreements for the Country Office and all NP field offices, follow up on negotiations and signatures, and track renewals and contract implementation.

Follow up on payments under fuel supply agreements for vehicle refuelling across the Country Office and all NP field offices.

Arrange and track payments for vehicle servicing, maintenance, and repairs for the Country Office and all NP field offices.

Prepare and follow up on monthly payments for rented premises, including offices, hubs, and guesthouses, across the Country Office and all NP field offices.

Check that payment processing and supporting documents comply with NP policies, procurement procedures, delegated approval limits, contractual terms, and donor requirements where applicable.

Prepare monthly requests and supporting documents for office-related costs, including rent, utilities, telephone services, and other recurring charges, and check them for completeness and compliance with organizational procedures.

Support monthly cost planning and forecasting by collecting and consolidating information on rent, utilities, facility services, fuel, vehicle maintenance, and other recurring logistics expenses across the Country Office and field offices.

Track submitted, pending, overdue, and completed payments; follow up on delays with Finance and suppliers; and update the relevant trackers and stakeholders.

Check invoices and payment requests against the relevant contract, purchase order, delivery or service confirmation, approved budget, and payment terms; clarify discrepancies before submission.

File payment and procurement records in the relevant SharePoint folders and provide required hard copies to Finance, including BID analyses and payment tracking documents.

Compile and verify procurement records and update the Purchase Request (PR) tracker with the latest status.

File logistics documents in the relevant SharePoint folders and arrange for required hard copies to be retained by Finance, including BID analyses, payment documents, and payment trackers.

Maintain a consolidated payment calendar for recurring and contractual costs, track due dates, and notify relevant colleagues of upcoming deadlines or missing documents.

Carry out other logistics duties assigned by the Senior Logistics Officer or Logistics Coordinator .

3. Support to Administration:

Update tracking tools and databases for recurring monthly costs, procurement progress, lease agreements, and other operational records.

Serve as the contact point for office and accommodation lease agreements and related technical services, and assist with drafting and reviewing rental contracts.

Check contract balances, advance payments, deposits, and outstanding liabilities for assigned services and premises, and flag discrepancies and upcoming renewals or expiries in good time.

Collect and consolidate monthly payment requests from field offices, check submissions for completeness and consistency, and return incomplete or unclear requests to the relevant focal points for correction.

Keep in regular contact with Field Team Leaders and FPOs to identify upcoming operational needs, confirm expected costs, resolve documentation issues, and support the timely submission of payment requests.

Inform Field Team Leaders, FPOs, and relevant budget holders about payment delays, contract or supplier issues, missing approvals, and actions required from them.

Send documents to the relevant teams and follow up to ensure they reach the appropriate staff for review, approval, and filing.

Prepare complete and accurate payment packages for Finance, checking that supporting documents are available, approvals are in place, and payment details are correct.

Liaise with Finance and budget holders to check budget availability, budget codes and donor allocations, required approvals, and the status of submitted payments.

Provide administrative assistance to the Logistics team as required.

REQUIRED QUALIFICATIONS:

High school diploma.

Good knowledge and understanding of the conflict context in Ukraine expected.

Highly proficient in the use of Microsoft applications, in particular Word & Excel, other applications an asset. High level of computer literacy, knowledge of Salesforce a significant benefit.

PREFERRED QUALIFICATIONS:

Experience working in NP or similar organisation.

Familiarity with INGO logistics and administration structure and function with preferred experience within NP.

KEY CHALLENGES:

Building and sustaining collaborative partnerships, negotiating, and resolving contentious issues and conflicts of interest while managing and balancing varied, diverse stakeholder priorities across a geographically dispersed region.

SKILLS AND COMPETENCIES:

Experience in I/NGO administration, office management, procurement and/or lo