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

Since 2022, our organization has been implementing large-scale programs including the delivery of medicines, patient transportation and evacuation, provision of first aid, distribution of hygiene kits, psychosocial support for beneficiaries, and strengthening the capacity of medical personnel.

Role Summary:
The Procurement and Logistics Manager is responsible for managing all administrative, contractual, and operational processes related to the procurement of goods, works, and services, as well as logistics, fleet management, and asset management within Mission Kharkiv projects.

The role ensures efficiency, transparency, and compliance of all processes with internal policies, Ukrainian legislation, and donor requirements.

Key Responsibilities:

Procurement

• Plan and coordinate procurement processes in line with Mission Kharkiv policies, procedures, thresholds, and donor requirements, in close cooperation with technical and finance teams.
• Prepare and publish Requests for Quotations (RFQs), collect and analyze bids, conduct comparative analysis, and prepare recommendations for decision-making.
• Negotiate and conclude contracts with suppliers; monitor contract implementation, delivery timelines, quality, and compliance with technical specifications.
• Organize delivery of goods and execution of services in coordination with technical teams; ensure proper installation and inspection of equipment with end users.
• Maintain procurement tracking systems, update supplier databases, and archive all documentation in line with donor and internal requirements.
• Monitor the Ukrainian market to identify reliable suppliers of goods, services, and works.
• Ensure transparency, cost-efficiency, integrity, and accountability throughout the procurement process.
• Ensure proper documentation storage in compliance with audit and accountability standards.

Fleet Management

• Ensure efficient use of Mission Kharkiv’s fleet, including planning and coordination of mobile team movements.
• Organize and process transport requests, prepare weekly movement schedules, assign vehicles, and inform relevant teams.
• Monitor vehicle condition, route planning, fuel consumption, timely maintenance, and proper completion of driver logbooks.
• Prepare monthly reports on fleet usage, vehicle movement, and fuel consumption; ensure compliance with safety regulations.
• Implement logistics-related tasks assigned by the Logistics Manager within project activities.

Asset Management

• Ensure regular inventory checks, proper documentation of results, and accurate updates in asset databases.
• Support procurement planning and ensure integrity of asset management systems.
• Manage asset donations, depreciation, and replacement in accordance with internal policies and donor requirements.

Requirements:

• Higher education in logistics, economics, management, engineering, law, or related fields.
• At least 2 years of experience in a similar role in logistics, procurement, or operations.
• Practical knowledge of public and/or internal procurement procedures, including documentation and process management.
• Proven experience working with suppliers: sourcing, evaluation, verification, negotiation, contracting, and supplier database management.
• Understanding of the full supply chain cycle: timelines, costs, logistics risks, and mitigation strategies.
• Fluency in Ukrainian.
• Strong ability to work with documentation, follow procedures, and meet deadlines.

Preferred:

• Experience working with international donors such as GIZ, BMZ, ECHO, or other organizations.
• Experience in humanitarian or project-based organizations.
• Skills in using procurement and logistics tracking systems (Excel, Google Sheets, ERP, or similar tools).

We Offer:

• Work in a dynamic team creating positive change for vulnerable communities.
• Official employment.
• Competitive salary.
• Professional development through training and workshops.
• Safe working conditions and psychological support for staff.