HelpAge International Logistic Support Officer Jobs in Ethiopia
HelpAge International Logistic Support Officer Jobs in Ethiopia
Job Purpose/ SummarySupport/ Logistic Services Officer plans, organizes, process and documents the purchase and delivery of goods and services.
Essentially needs to ensure the right materials are delivered to the right location on time and at a fair cost.
He/she shall be involved in transportation, stock control, and the flow of materials and delivery of services.
Towards this, the logistic Support Officer needs to understand the whole supply chain management so that can co-ordinate it effectively and liaise with suppliers of materials/ services.
He/ she facilitates and/or delivers all travel related services to HelpAge International project field office and others on time and with quality.
He/she is required to maintain close working relations with all HelpAge International Ethiopia staff members and other stakeholders to smooth and support implementation of the project liaison with external audiences, in particular Regional government offices, Charities and Societies Agency, Immigration Department and MOLSA, service providers.
Job Responsibilities
Logistics
Ensure HelpAge International’s office supplies, project items and equipment are procured on time and in line with procurement policy;
Participate in field office program level planning formulation in the area of logistics.
Provide technical and operational support to the project sites, as well as advice on application of logistics management best practice, systems and procedures. Take initiative in management improvement for the logistic function.
Assess existing logistics operations systems and advise on corrective measures to be undertaken.
Ensure the implementation, monitoring and evaluation of new initiatives and procedures related to logistics.
Design, implement and manage contracts in forwarding, transport and storing, where necessary.
Work on and document preferred suppliers list that is subject to timely revision and communicate to head office logistic section.
Support the review of the logistics component of budget proposals for consideration during budget review.
organize all documentations for payments and ensure all payments are made and receipts are collected on time;
Ensure post and documents are is picked up from respective sources, etc.
Arrange logistics for all meetings, workshops etc held by HelpAge in the field office area
Ensure all utility, telephone and internet bills of the field office and are paid on time every month
If exist, support office and International staff residence needs, ensuring furniture, electricity, plumbing, garden etc. are always all in good working order – arranging for workers to fix items when necessary.
Maintains documentation on purchases of goods and services for any references
Ensure timely transmission of logistics monitoring/ tracking information, stock levels and distribution status to Project coordinator.
Submit monthly vehicle status, stock level report to your line manager and head office.
Transportation
Arrange all bookings and arrangements for visitors and employees to the field office, including hotel bookings, etc.
Arrange flight booking for field office staffs and facilities transportation services to project site staffs
Arrange airport pickups and taxis for staff
Ensure vehicles are well maintained at all times (including regular cleaning, oil checks, keeping vehicle log books and service schedules);
Deal with all visitors, project partners and HelpAge staff in a polite, friendly manner.
Ensure cars insurance are up
to date;
Ensure vehicles are always safe to drive;
Supervise store of spare parts and update Fixed asset list and ensure all items are registered.
Government liaison including facilities arrangement like utility, visitors to camp, etc.
Negotiate, when necessary and appropriate, with service providers, brokers, landlords etc. on prices and contracts in order to ensure the fair rates are paid by HelpAge
Ensure that HelpAge International vehicle policy are in place and applied.
Support Staff coordination and other supports
Manage the driver, office assistant and guards, giving performance feedback and support according to HelpAge performance management guidelines
Plan and coordinate visits by donors, government and other stakeholders to project areas, in close co-ordination with programme staffs.
Keep abreast of developments in relevant laws and regulations, the arrival of new service providers and price changes related to transportation, logistics and liaison role
Work as a security focal person on the logistic and administration aspect
undertake additional tasks as assigned by Line Manager
Safeguarding Responsibilities
Preventing harm and abuse from our people, operations and programmes, to anyone that encounters our work
Reporting all safeguarding incidents, you see, hear, hear about or suspect, using our internal reporting mechanism.
Complying with all safeguarding framework policies and practices
Completing mandatory training courses relating to our safeguarding policy framework and comply with HR vetting procedures.
Job Requirements
Person Specifications
Essential
At least a University degree in Business Administration, Purchasing & Supplies Management , or Logistic Management and related fields from well recognized academic institution plus at least 4 years’ experience and at least three years’ direct work experience in Non-Governmental Organizations in purchasing, logistic/general services or other similar positions
Renewed third level driver’s license
At least two years direct experience in management/supervision of staff
Excellent interpersonal and written communication skills in English language
Efficient internet, word processing and excel use
Ability to manage multiple and complex tasks
Excellent team player and ability to take assignments on pressure
Ability to work proactively and supportively within a team
Proven ability to plan, implement and documents purchase and transportations related documents for references
Strong communication and negotiation skills
Excellent network with International NGOs and Government Offices
Use of excel, word processing, email is a requirement
Desirable
FAST tracking System and finance & basic accounting principles.
Knowledge of Excel and Word
How to Apply
First Download the summary format and fill out the required information carefully.
summary format Helpage.xlsx
Indicate the vacancy reference No. and the post you are applying in subject line.
Then attach the following
Summary format
Current CV (not more than 4 pages) including three (3) professional referees
One page - cover letter highlighting job knowledge, qualification and experience.
Female meeting the minimum qualification and experience are encouraged to apply.
NB
Non-compliance to the above procedures will lead to instant rejection.
We are interested in how your skills, knowledge and experience indicate your ability to carry out the duties and responsibilities of the position.
Closing date: November 18,2020
Interested applicants who meet the minimum requirements are required to submit their non-returnable application together with the summary format by email address: hr.eth@helpage.org
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