Logistic Officer 1146 views4 applications

Background

HelpAge International is a global network of more than 113 organizations in 75 countries. As the world’s leading organization dedicated to promoting the wellbeing and inclusion of older women and men as well as reducing poverty and discrimination in later life, HelpAge envisions a world in which all older people can lead dignified, healthy and secure lives.  HelpAge has been working in Ethiopia since 1992 in the areas of health and HIV & AIDS, emergency response and disaster risk management, social protection, livelihoods and care and support, as well as building the capacity of older people associations.

HelpAge International is responding to the south Sudanese refugee situation with special focus on specific needs of older people and other most vulnerable groups in six refugee camps in Gambella region. The interventions include Health, Nutrition, Livelihoods, protection of older people and person with disabilities and capacity building of humanitarian actors to ensure inclusion of older people and their specific needs in the overall refugee response.

Our Values: Everyone who works at HelpAge share our values and are committed to behaviors that demonstrate and support them.

Inclusive: We respect people, value diversity and are committed to equality.

Impact: 

• We value and recognize the contribution of our staff and network members, as
• we put older people at the center of everything we do.

Partners 

• We work alongside network members and others to increase reach,
• influence and impact. We are committed to a culture of collaboration and building positive relationships

Learning

• We are passionate about learning, accountable and work together to find creative solutions.

Job purpose/ summary

Support/ 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 Program coordinator.
• Ensure to have regular conducting market assessments and developing price list and support the requester on items specification.
• Submit weekly integrated weekly movement plan to program coordinator and share with the teams after approval, follow the vehicles departure and arrival status as per the time frames.
• Compile biweekly procurement status and share with the project teams for their updates.
• 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); including Bajaj.
• 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.

Department:          Finance, HR & Support Services

Location:  Gambella refugee response – Ethiopia 

Responsible to:      Program coordinator

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