Base Logistics Officer 73 views1 application

NTERNAL AND EXTERNAL VACANCY ANNOUNCEMENT

For

Position:Base Logistics Officer

Country Office: Ethiopia

Work Base: Mekelle

Availability: As Soon As Possible

Salary Scale: EMS06

Reports to: Field Coordinator

Salary and other benefits: Gross Salary (ETB 18,870.00) with other organization benefits

Insurance – (Life, Group Personal Accident and Medical Insurances are covered upon the organization policies).

Seniority Allowance – paid depending up the years of service.

Contract Duration: Six months with high possibility of extension

Female candidates are highly encouraged to apply for this position.

About Action Against Hunger

Action Against Hunger-USA is a global humanitarian organization that takes decisive action against the causes and effects of hunger. We save the lives of malnourished children and we enable entire communities to be free from hunger. With more than 8,000 staff in over 50 countries, our programs reached 17 million people in 2019.

About the Country Program in Ethiopia

Action Against Hunger has been operational in Ethiopia since 1984 responding to both chronic and acute needs through a multi-sectoral strategy where Nutrition, Food Security and Livelihoods, WASH, and Mental Health and Psychosocial Support activities are integrated to have a meaningful impact on people’s resilience.

Action Against Hunger currently operates in 5 different regions (Oromia, Somali, Amhara, Benishangul Gumuz and Gambella) with a portfolio of 20m USD/year of emergency, resilience building, research and innovation programs. We have a country team of around 600 staff in 17 regional and satellite offices. Our main donors in Ethiopia in 2020/2021 are: BHA, ECHO, Europaid, UNHCR, UNICEF, GFFO, BPRM, SIDA, EHF, WFP, CIAA and others.

I.      Summary of position

Implement the Logistics policies and procedures per KitLog in the Base to ensure effective performance of the Base Logistics Department and provide the best possible support to the Base Program teams while maintaining clear communication/reporting with Field Coordinator and Country Logistics Manager.

The Logistics Officer role’s purpose, engagement and delivery is:

 Purpose

• Receive, Centralize and Process the PLs at the Base level
• Prepare, Review and Consolidate PD files at the Base level
• Prepare Payment Orders and ensure payment follow up to suppliers
• Overall Fleet and Security Guards Management
• Ensure timely Procurement Follow up tool update and sharing
• Provide Capacity Building/Training (including LINK and KitLog) for teams in the Base
• Provide support in preparation of LOG documents needed for Audits
• Prepare and Compile Base Logistics Reports on monthly basis
• Ensure Logistics Documents archiving is done monthly
• Additional Responsibilities requested by the Line Manager [Direct and Technical]

 2.  Engagement: (The focus of interaction both internally and externally needed to deliver a service seek collaboration and build effective partnerships)

• Prepare and collect quotation request(s) from supplier(s) (whenever its needed)  and make sure to follow proper procedures in collaboration with Purchaser
• Preparing of Purchase Dossiers (AT, SPO, AF, contract, etc).
• Responsible for Base Contract Management
• Organize and follow the delivery of requested items
• Ensure the reception of the goods/items to the warehouse and the distribution to the requester
• Provide general logistics training (LINK and KitLog), and refresher training at the Base according to plan and/or upon request from the CLM and FC
• Carry out market surveys in bases upon CLM and FC request and in collaboration with Roving Logistics Manager
• Prepare and analyse monthly Logistics report of the Base before the 5^th of each month, in good quality and with attention to details
• Provide constructive feedback to the Base Logistics and Program teams as per KitLog standard
• Participate in the Base new budget preparation and forecasting procurement/supplies in collaboration with Roving Logistics Manager and provide the final draft to FC and CLM for validation
• Follow and monitor the day-to-day fleet activities in collaboration with the Logistics Assistant
• Prepare and place payment orders/SPO to suppliers and do the procurement when Purchaser is away
• Ensure the quality of PDs files before submission to finance
• Ensure effectiveness of the payments with the necessary documentation and as per defined contract terms and conditions
• Settle the cash advances with Administration as per rules
• Establish and maintain up to date Supplier list and price catalogue in collaboration with purchaser.
• Lead the preparation of Base Project Procurement Plan (PPP) and Supply Plan (SP) during the process of proposal development in consultation with the program teams
• Archive all procurement documents as per Action Against Hunger archiving procedure
• Perform any other duties assigned by the Line Manager

3.      Delivery:

• Ensure timely tasks delivery with attention to the quality as per PoA, KitLog and LINK

I. Supervisory Responsibilities

• Direct Management: Purchaser – Logistics Assistants
• Overall Management: Security Guards – Drivers

II. Gender Equality Commitments  

• Foster an environment that supports values of women and men, and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.
• Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion. race, colour, ancestry, national origin, age, or marital status.
• Value and respect all cultures.

III. Fiscal Responsibility

• Ensure the utilization of allocated budget in timely manner and per Action Against Hunger procedures

IV. Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

V. Working Conditions, Travel and Environment

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.
•  Must be able to travel as required for standard domestic and international business purposes. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well as to infectious diseases.

• College Degree in Logistics/Supply Chain and related fields from a recognized educational institution with a minimum of 3 years proven experience

• Fluency written and spoken in English required
• Knowledge of the local language Tigrigna advantageous