Procurement & Logistics Officer Ukraine

Job description

Your mission War Child is looking for a: Procurement & Logistics Officer Ukraine The Procurement & Logistics Officer runs procurement and logistics for War Child’s Ukraine Country Office. The role ensures that goods and services are purchased in line with War Child’s procurement policy, donor rules and Ukrainian law, that every procurement file is complete and audit-ready, and that suppliers are vetted before any commitment is made. The role also organises logistics for programme activities – trainings, events and field travel, including to high-risk areas – manages office assets and equipment, and supports implementing partners to meet War Child and donor procurement standards. It works closely with the Finance Officer, programme teams and the regional support team. About the role CORE RESPONSIBILITIES Implement procurement policy and planning: Ensure that War Child’s Procurement and Logistics Policy is applied in Ukraine. Work with programme teams to prepare and update the annual procurement and logistics plans in line with project budgets and deliverables, and track their implementation. Manage day-to-day procurement: Run the full procurement cycle – purchase requests, requests for quotation and tenders, bid analysis, support to procurement committees, purchase orders and contracts – within the thresholds and approval levels set in War Child policy and donor rules. Keep a complete, audit-ready procurement file for every purchase. Vet and manage suppliers: Carry out supplier due diligence and sanctions screening before any commitment, in coordination with the Finance Officer, so that no payment is made to an unvetted supplier. Maintain the supplier database, including past performance records, and conduct market assessments to support supplier evaluation and selection. Manage contracts and framework agreements: Prepare and manage supplier and service contracts, including framework agreements and the office lease, in line with War Child templates and Ukrainian requirements for contracts and primary documents (legal entities and individual entrepreneurs, acts and invoices). Monitor delivery, quality and contract deadlines, and maintain professional relationships with vendors. Organise logistics for programme activities: Arrange logistics for trainings, workshops and events across Ukraine (venues, accommodation, catering, materials), as well as domestic travel and transport for staff, including vehicle rental with drivers. War Child works in many regions of Ukraine, so the role plans and coordinates logistics across a wide geography. Coordinate with the security focal point so that travel, especially to high-risk areas, follows security procedures. Manage assets, equipment and office logistics: Maintain the asset and equipment register (ICT equipment, phones, furniture) and manage receipt, distribution, inventory checks and disposal in line with War Child policy. Ensure that office running needs are met, including backup power and communication equipment needed during power outages and air-raid alerts. Ensure compliance and audit readiness: Ensure that procurement and logistics comply with War Child policies, donor regulations and Ukrainian law. Review existing processes, templates and workflows and recommend improvements, and prepare documentation for internal, donor and statutory audits. Support implementing partners: Train partner staff on War Child and donor procurement requirements, review partner procurement documentation and follow up on findings, in coordination with the Finance Officer. Share information and coordinate: Make sure programme teams have the information they need to plan procurement on time. Take part in relevant internal and external working groups (e.g. the Logistics Cluster in Ukraine) and regional and global supply chain networks. Each staff member is responsible for contributing to creating a culture committed to our mission, vision, internal safeguarding standards, JEDI ((Social) Justice Equity Diversity Inclusion) principles and the CHS (Core Humanitarian Standard) framework and are expected to actively promote this in their work. These duties provide a framework for the role and should not be regarded as a definitive list. Other reasonable duties may be required consistent with the grade of the role. What you will do ROLE-SPECIFIC OR CONTEXT RESPONSIBILITIES Set up procurement and logistics processes in a new country office: build the supplier database, templates and filing system, and take over procurement currently carried out by the Finance Officer. Agree and apply a clear division of work with the Finance Officer: procurement files, supplier vetting and contracts with the Procurement & Logistics Officer; payments and accounting with the Finance Officer. Travel regularly across Ukraine for activity logistics and partner support, including to high-risk areas, in line with War Child security procedures. Your profile KNOWLEDGE, SKILLS, EXPERIENCE KNOWLEDGE, SKILLS, EXPERIENCE Education Bachelor’s degree in business administration, supply chain or logistics management, economics or a related field. · Professional procurement training or certification (e.g. CIPS) is an asset. Experience 3–5 years of experience in procurement and/or logistics, preferably with humanitarian organisations or donor-funded projects. · Hands-on experience running procurement processes (requests for quotation, tenders, bid analysis, contracts) and keeping complete, audit-ready procurement documentation. · Experience with supplier vetting, due diligence or sanctions screening. · Experience with asset and inventory management and with organising logistics for events, trainings and travel. · Experience setting up procurement or logistics processes in a new or growing office is an asset. Languages Fluency in Ukrainian and professional working proficiency in English. (Technical) Knowledge Knowledge of donor procurement rules (e.g. EU, Dutch MFA/RVO, UN). · Knowledge of Ukrainian requirements for supplier contracts and primary documents, including work with legal entities, individual entrepreneurs and VAT payers. · Good knowledge of the Ukrainian supplier market and logistics environment under martial law. · Solid Microsoft Office skills (especially Excel); experience with procurement, ERP or asset-management systems is an asset. Competencies Integrity, transparency and a firm commitment to anti-fraud standards · Accuracy and attention to detail; ownership of deadlines · Planning, organisation and time management · Negotiation and clear communication in Ukrainian and English Proactive problem-solving; able to work effectively with limited supervision · Flexibility and resilience in a fast-changing context How to Apply Interested candidates are invited to submit their CV and cover letter in English through our career's website no later than 4 /11/2026 . Please note that applications will only be accepted through our careers website. To ensure a fair and consistent recruitment process, applications submitted via email will not be considered. ____________________________________________________________________________ By submitting your application you certify that all of the statements made in your application are true, complete, and correct and are made in good faith. You understand that falsifying, misrepresenting or intentionally withholding information will be grounds for rejection of your application or withdrawal of any offer of appointment or, if an appointment offer has been accepted, this will be ground for employment sanctions, such as, but not limited to, instant dismissal. In addition, you understand that you need to submit a Criminal Record Certificate and that, if you fail to submit it, no employment relationship can be established. Disclaimer Only applications received via our website are processed. If we appoint a suitable candidate before the given closing date, we reserve the right to remove the vacancy from our website before that date. In such a case, any responses received after that time are not processed. It could be that during our selection process the closing date for the vacancy is extended. If so, and you have not yet heard from us, your application will remain active.