Job Description

Mission Kharkiv is one of the largest medical charitable organizations in Ukraine in terms of the volume of assistance provided. One of our key areas of work is the systematic support of adult patients with cancer.

Since 2022, our organization has implemented large-scale programs providing medicines, patient transportation and evacuation, first aid, hygiene kits, psychosocial support for beneficiaries, and capacity-building for healthcare professionals.

Role Summary:

The Warehouse and Logistics Specialist is responsible for coordinating and supporting operational activities related to fleet management, administrative infrastructure, warehouse operations, and logistical support for Mission Kharkiv’s projects. The role involves ensuring the safe and efficient use of vehicles, maintaining the proper functioning of office and field facilities, coordinating technical maintenance, supporting compliance with internal organizational procedures, loading and unloading medical and logistical supplies, and conducting inventories at the request of the Head of Logistics Department or another designated responsible person.

The position carries material responsibility for the inventory and other tangible assets entrusted to the employee, in accordance with Mission Kharkiv’s internal documents and applicable Ukrainian legislation.

Key Responsibilities:

Fleet Management

• Coordinate the use of Mission Kharkiv’s vehicle fleet according to the needs of program teams and internal organizational procedures.
• Process transportation requests, prepare movement schedules for teams, and coordinate the use of vehicles.
• Monitor the technical condition of vehicles and organize maintenance, repairs, and seasonal vehicle preparation.
• Maintain and monitor logbooks, mileage records, fuel consumption, service records, and other fleet-related documentation.
• Ensure timely renewal of insurance, registration documents, and other mandatory vehicle documentation.
• Monitor the safe use of vehicles and drivers’ compliance with internal organizational rules.
• Support the coordination of field team movements in accordance with security recommendations and project logistics needs.

Facility Management

• Ensure the proper functioning of the organization’s office and field premises.
• Coordinate minor repairs, technical maintenance of premises, and interaction with contractors and landlords.
• Organize the procurement and inventory of office and household supplies in accordance with internal procedures.
• Monitor safe use of premises, including basic fire safety and organizational security requirements.

Administrative, Operational Support and Warehouse Management

• Ensure proper maintenance of operational documentation related to assigned responsibilities.
• Perform other operational tasks assigned by the line manager within the scope of the position.
• Load and unload medical and logistical supplies at the organization’s office and warehouse facilities.
• Conduct logistics inventories at the request of the Head of Logistics Department and/or another designated responsible person.
• Ensure proper storage of goods in accordance with manufacturers’ requirements and internal procedures.

Requirements:

• Higher or specialized secondary education in logistics, transportation, administration, or a related field.
• At least 1 year of experience in fleet management, logistics, facility management, or operational support.
• Experience coordinating vehicles and organizing logistics processes.
• Practical experience working with contractors and overseeing technical maintenance.
• Confident use of MS Office (Excel, Word, Google Sheets).
• Category B driving license.
• Ability to work in a multitasking environment and meet deadlines.
• Fluency in Ukrainian.

Preferred Qualifications:

• Experience working in humanitarian or international organizations.
• Experience working in field or frontline-adjacent environments.
• Basic understanding of security procedures for field teams.
• Experience working with fleet tracking or electronic inventory management systems.

We Offer:

• Official employment.
• Professional development through training and learning opportunities.
• Safe working conditions and psychological support for organization staff.