Movement and Premises Officer / Movement and Premises Officer in SOLIDARITES INTERNATIONAL

ORGANIZATION PRESENTATION

International Solidarity (SI) is an international humanitarian non-governmental organization that has been providing assistance to the population for over 40 years , which provides victims of armed conflicts and natural disasters with the vital needs of food, water and shelter. In particular, SI is involved in the fight against diseases related to unsafe water, which is one of the leading causes of death in the world. SI provides expertise in access to drinking water, improved sanitation and hygiene, and food security and livelihoods. With a presence in approximately twenty countries, SI teams—a total of 2,000 people, made up of expatriates, national staff, permanent headquarters staff and volunteers—work with professionalism and commitment, while respecting culture. 

International Solidarity (SI) prevents and fights with all manifestations of abuse (sexual exploitation, abuse and/or sexual harassment (SSE) against community residents, beneficiaries, workers, any manifestations of fraud, corruption, violation of the rights of persons and/or property, financing of activities that harm human rights, - which can be carried out as part of its intervention. font-weight: bold">International Solidarity is a fair employer committed to all forms of discrimination (gender, age, origin, persons with special needs). Thus, our recruitment processes are based on the principles of fairness, not taking into account previous personal information in the analysis of submitted applications. On the contrary, we encourage everyone who is interested in our vacancies to apply.

SI will never ask for compensation for participating in the recruitment process.

Movement and Facilities Specialistwill participate in the security of INTERNATIONAL SOLIDARITY teams by tracking all movements, vehicles, and will monitor satellite phones.

He/she will support the Logistic Ope Responsible, in planning, organizing and implementing the service according to the instructions of SOLIDARITY INTERNATIONAL, as well as increase the level of quality,  speed of service and the overall level of equipment about 'objects.

He/she will ensure a constant level of communication between INTERNATIONAL SOLIDARITY teams and bases.

DUTIES:

Organizationmovements > and fleet management:

• Coordinate weekly travel needs according to information received from department heads and logistics managers
• Ensure reservationsrailway ticketing and compliance with travel regulations
• Ensure booking of appropriate accommodation for staff based on travel routes and in accordance with travel regulations
• Manage boarding and disembarkation of staff via taxi drivers at the Polish airport and at the border with Ukraine
• Provide the necessary documents for the financial department, to make payment for train or taxi services (if available)
• Receive travel plans, coordinate them and send a weekly general travel plan
• Control the schedule and performance of maintenance, repair and cleaning of mission vehicles
• Check proposed rental vehicles and drivers for compliance with INTERNATIONAL SOLIDARITY norms
• Ensure maintenance of registration logs and also provide tracking, consolidation, analysis and reporting of fuel consumption along with mileage data for each vehicle
• Ensure the availability, completeness and monitoring of a full set of tools and administrative documents for all vehicles

Communication / Movement Monitoring:

• Receive and monitor movement tracking messages sent/received from/to bases
• Monitor the location of the field team and communicate any security related information to their line manager
• Ensure that users follow communication procedures, especially regarding confidential information
• Monitor for proper performance of all safety and communication equipment in vehicles
• Transmit information about each incident and safety information to the safety coordinator through the line manager

Management premises

• Regularly inspect the premises of INTERNATIONAL SOLIDARITY to assess the necessary works and organize their execution
• Monitor all materials and/or furniture in the premises INTERNATIONAL SOLIDARITY and organize maintenance and repair works, as well as work to improve the buildings of INTERNATIONAL SOLIDARITY after receiving confirmation from the immediate supervisor
• Help the Logistic Ope Responsible to ensure that all premises have safety equipment (first aid kits, fire extinguishers , stocks in case of unforeseen circumstances)
• Assist the Logistic Ope Responsible in finding new premises and conduct negotiations with the broker/owner

REQUIREMENTS FOR CANDIDATES:

• Female/Male from 18 years old
• Education: Higher
• Experience: Experience in logistics/travel organization (preferred)
• Knowledge of languages: English language - intermediate level, preferably B2
• Previous work experience in an NGO, as an advantage
• Ready to employ people with special needs (provided that job duties can be performed without assistance third parties and special equipment)

WORKING CONDITIONS:

• Place of work: office in the central partsthe city of Mykolaiv.
• Contract: fixed-term employment contract (according to Ukrainian legislation)
• Type of employment: full-time
• Salary:1125 EUR gross (paid in hryvnias, according to the monthly exchange rate of the bank of the European Commission)
• In addition: vacation 31 calendar days per year, additional paid vacations according to the law of Ukraine. 

Please send your resume and cover letter in English using the resume submission form.

Deadline for submitting applications: June 13, 2024.

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SOLIDARITES INTERNATIONAL launches the external recruitment.

PRESENTATION OF THE ORGANIZATION

SOLIDARITES INTERNATIONAL (SI) is an international humanitarian NGO which, for more than 40 years, has been providing assistance to populations affected by armed conflicts and natural disasters by meeting their vital needs for food, water and shelter. Particularly involved in the fight against diseases linked to unsafe water, the first cause of death in the world, SI's interventions provide expertise in the field of access to drinking water, sanitation and hygiene promotion , but also in the essential area of ​​food security and livelihoods. Present in around twenty countries, SI's teams - 2000 people in total made up of expatriates, national staff, permanent staff at headquarters, and a few volunteers - work with professionalism and commitment while respecting cultures.

Solidarites International (SI) is determined to prevent and fight all types of abuse – all acts of exploitation, abuse and/or sexual harassment (SEAH) against members of beneficiary communities or collaborators, fraud, corruption, violation of persons and/or property, funding of activities harmful to human rights – that could be perpetrated in the frame of its interventions. SI implements a zero-tolerance policy regarding acts of SEAH : normal; font-style: normal">Solidarites International is an equitable employer committed to fight all forms of discrimination (gender, age, origins, disabilities, ...). Thus, our recruitment processes are based on equity, without taking previous personal information into account in the analysis of applications. On the contrary, we encourage anyone interested in our job offers to apply.

SI will never ask for any remuneration to take part in a recruitment process.

DESCRIPTION OF THE POSITION

The Movement & Premises Officer will take part in the safetyof Solidarites International teams by monitoring all movements, vehicles, following up satellite phones. 

He/she will support the Logistic Ope Responsible to plan, organize and implement maintenance within SI guidelines, and increase the anticipation, reactivity of maintenance & general equipment of facilities. 

He/she will ensure a permanent level of communication between Solidarites International teams and the bases.

RESPONSIBILITIES:

Movement Organization & Fleet Management:  

• Coordinate the weekly travel requirement with the information received from heads of department & logistics managers
• Ensure the booking of train ticket, and adherence to travel policies
• Ensure the booking of suitable accommodations for staff based on travel itineraries in adherence with travel policies
• Manage pick and drop of staff via Taxi drivers at Poland airport and Ukraine border
• Provide the necessary document for finance to be able to proceed to payment train or taxi movements (if any)
• Receive movement plans, harmonize them and send the weekly global movement plan
• Supervise the schedule and execution of maintenance, repair work and cleaning on mission vehicles
• Verify that the proposed rental vehicles and drivers comply with Solidarites International regulations
• Ensure that log books are maintained and all fuel consumption along with mileage data are monitored, consolidated, analyzed and reported for each vehicle
• Ensure that the complete break down tool kit and administrative documents for all vehicles are available, filed and monitored

Communication / Movement Monitoring:

• Receive and monitor movement tracking messages sent/receive from/to bases
• Monitor team field location and report any information regarding their safety to his/her line manager
• Ensure that Solidarites International users follow communication procedures, particularly concerning sensitive information
• Monitor the proper operation of all security and communication equipment in the vehicles
• Share every incident and security information to security focal point through line manager

Premises Management:

• Regularly inspect Solidarites International premises to assess what work is necessary and arrange execution
• Look after all material and/or furniture at SI premises and carry out maintenance and repair work as well as improvements to Solidarites International buildings, once validation has been received from the line manager
• Assist the Logistic Ope Responsible for making sure all premises have security equipment (1st aid kits, fire extinguishers, contingency stock)  
• Assist Log Ope Responsible in finding new premises and negotiations with broker/owner

PROFILE FORSAKEN:

• Male/Female above 18 years old 
• Studies: Higher Education
• Experience: Experience in logistics/travel organization (preferred)
• Language : English language – intermediate level, preferably B2
• Previous work experience in NGO, as an advantage
• Ready to hire people with special needs (provided that job duties can be performed without the assistance of third parties and special equipment) 

 WORKING CONDITIONS:

• Place of work: office at the central part of Mykolaiv city
• Contract: fixed-term contract (according to Ukrainian legislation) 
• Type of employment: full-time
• Salary: 1125 EURO gross (paid in UAH according to the monthly rate of the bank of the European Commission).
• Additionally:  paid vacation 31 calendar days per year, additional paid vacation according to Ukrainian legislation, life insurance

Thank to send your application with cover letter in English 

Application closing date: 13th, June, 2024.