Logistician 34 views

INTERNAL/EXTERNAL VACANCY ANNOUNCEMENT

The International Committee of the Red Cross (ICRC) is an impartial, neutral and independent organization whose exclusively humanitarian mission is to protect the lives and dignity of victims of armed conflict and other situations of violence and to provide them with assistance.

For more information, visit website: https://www.icrc.org/

The International Committee of the Red Cross (ICRC) Delegation in Ethiopia is looking to hire an experienced, highly motivated and qualified person for the position of Logistician (12 months fixed term contract), based in Shire.

 GENERAL DUTIES

• Understands and adheres to the seven Fundamental Principles of the International Red Cross and Red Crescent Movement
• Understands and adheres to the ICRC Code of Conduct
• Understands the roles of the components of the International Red Cross and Red Crescent Movement
• Respects and observes staff regulations and security rules at all times
• Represents the ICRC in a professional manner at all times
• Develops and maintains a conducive working environment with colleagues and line managers
• Performs duties with the highest level of confidentiality in the interest of the employees and the ICRC
• May be asked to perform tasks not covered in this job description and to provide support to other departments when essential

ACCOUNTABILITIES AND RESPONSIBILITIES

SPECIFIC ACTIVITIES

Supply Chain Administration

• Independently manages supply chain for all incoming ROs from Mekelle or from the field.
• Processes ROs by dispatching to relevant department, purchase, warehouse or upstream.
• Ensures timely follow up of ROs and inform requesters on deadline and others relevant information.
• Establishes and maintains a file per ROs, update it with all correspondence and necessary documents.
• Closes all ROs files following ICRC rules on file & archiving, ensuring all relevant supporting documents are included.
• Upon reception of ROs, ensures it contains all required approvals according to Financial Rules.
• Validates electronically all ROs in FSS.
• Provides assistance to clients in case data from the ROs are incomplete (i.e. making sure that item coding is correctly applied or providing one if necessary, estimating the price, if possible).
• Has a clear overview of the status of items and ROs in the supply chain i.e. monitoring RO status, ensuring required deadlines are respected and updating FSS ROs status report.
• Regularly updates local item codes in collaboration with Logistics Addis Ababa.
• Compiles monthly statistic file and send it to Logistics Addis Ababa.

Field Supply System (FSS)

• Is the focal point regarding all matters related to daily running of Field Supply System (FSS).
• Trains the users upon their request to create, submit and follow-up on ROs and check the stock position.
• Ensures that all information in FSS is updated.
• Updates exchange rate in FSS, beginning of each month
• Closes ROs in FSS, once the paper files are completed.
• On regular basis, once per month, updates reference tables from LN FSHQ data base.
• Adds new users and assigns their user rights.
• Updates and does a clean-up of Address management table on regular basis.
• Purchasing
• Carries out field purchases and petty cash purchases in Mekelle and field locations
• Ensures correct purchasing procedures in reference to ICRC purchasing procedures, Financial rules and Code of Conduct
• Follows the delivery schedule of the goods as per instructions in the relevant PO contracts
• Ensures that all other conditions agreed with the supplier have been met, i.e. quality and quantity, marking, etc. and reverts back to supplier when different discrepancies arise.
• In some case of petty cash purchases, collects purchased items directly from supplier and may arrange for dispatch to final destination.
• Negotiates with supplier’s best terms and conditions for ICRC purchases
• Participates in tender process, prepare and send RFQ
• Presents selection table (ST) and supports documents to justify and exhibits transparency in the choice of supplier
• Ensures that the appropriate parties have approved the ST
• Ensures that high value purchases are conducted in liaison with Geneva, with the applicable green light system and in full conformity with the financial rules within the delegation, but also according to GVA purchasing rules
• Selects and evaluates suppliers with the Logistician
• Gives feedback to requester about quality and specificity of items that can be found
• Coordinates with requester when items needs specifications

Market and Surveys

• Regularly conducts market surveys and analysis for prices and quality benchmarking and submit reports to his superior.
• Regularly visits and prospects new potential suppliers
• Compares suppliers, offers and submits best proposal to requester.

Suppliers

• Updates and maintains knowledge about main suppliers and their files.
• Ensures ICRC general conditions of purchasing are signed by suppliers.
• Ensures supplier’s registration and validation are completed in cooperation with the Logistician.
• Negotiates with suppliers, terms and conditions on purchasing.
• Informs bidders about the results of tender.

Stock management

• Organizes available warehouse space for efficient storage of goods.
• Ensures constant respect of ICRC rules & regulations as well as hygiene and warehousing standards.
• Monitors access to and assumes responsibility for restricted stock (sensitive drugs, etc.).
• Ensures stored goods’ pristine condition (aeration, cooling, pile rotation, fumigation, etc.).
• Monitors stored goods’ condition and give early warning about soon-to-expire or deteriorating goods and ensures proper disposal of expired or spoiled goods.
• Monitors stock levels and give early warning about potential stock-outs.
• Organizes, supervises and participates in regular physical inventories.

Reception and Packing

• Organizes and supervises proper offloading, unpacking and entry into stock of incoming goods.
• Plans shipments according to Stock Requisitions (SRs), coordinating the Transport unit as needed.
• Organize and supervises proper picking, packing, labelling and loading of outgoing goods

Housekeeping

• Organizes and monitors all cleaning work (warehouse cleaning to be carried out by the daily worker).
• Organizes and monitors all maintenance work, in coordination with Administration.
• Manages and monitors warehouse-specific equipment and consumables (shelving,
• refrigerators, scales, packaging and labelling equipment, etc.).

Fleet

• Identifies the SD’s needs in terms of vehicles and generators and the dimension of the fleet according to identified needs, taking physical (e.g., context) and financial (e.g., budget) constraints into account.
• Attributes vehicles and generators according to identified needs and available fleet, aiming at maximum efficiency for the SD’s operations.
• Orders vehicles and/or generators from Addis Ababa when necessary.
• Handles all accident cases according to relevant ICRC procedures.
• Provides administrative support whenever needed (especially in case of accidents).
• Closely monitors vehicle and generator log-books; ensures that all users fill the log book according to relevant ICRC rules (provide information and training; if necessary, report irregularities).
• Maintains coherent, exhaustive and up-to-date files for all vehicles and generators as well as for fuel management and all administrative activities.

Maintenance

• Closely monitors usage and condition of fleet’s vehicles and generators.
• Organizes maintenance and repairs in such a way as to minimize negative effects on the SD’s activities, but also taking into account the capacity and constraints of available ADD workshop(s).
• Ensures compliance of fleet to ICRC standards, both general and local (age and condition of vehicles, radio equipment, ICRC stickers and markings, vehicle inventory).
• Provides adequate reporting about fleet usage and condition, as well as about maintenance/repairs ADD fleet.

Additional Protection related tasks:

Focal point/ in charge of Unilateral Repatriations in Mekelle:  

• Coordinate and liaise with Authorities in MEK and Humera, mainly with Immigration/ Security.
• Coordinate internally within MEK team and Addis delegation, mainly Prot, EcoSec and Log.
• Liaise with ERCS Mekelle, Shire and Humera branches related to repatriation.
• Provide statistics and report on every unilateral repatriation to MEK, RFL/Co and EcoSec/ Co.
• Identify, short list potential repatriates to be debriefed by delegate.
• Disseminate and guide repatriates about the ICRC EcoSec MEI programme in Mekele.
• Liaise with Hospital in Humera regarding the referrals of repatriates for immediate health care.

RFL: 

• Participate in UAM screening, registration and follow up in the refugees’ camps in Shire.
• Deal with relevant interlocutors such as ARRA, UNHCR, NRC and other stakeholders.
• Report to RFL coordinator and conduct activities accordingly.
• Interpret and translate RFL related issues to RFL coordinator and other mobile staff.
• Coordinate with ERCS MEK and Shire branches.
• In case of need, travel and accompany the UAMs to Addis and other required destinations.
• Provide additional support to RFL Field Officer in MEK according to needs.
• In case of absence, substitute the RFL Field Officer in MEK.

PEOPLE MANAGEMENT RESPONSIBILITIES

• Understands and supervises the Performance Management & Development (PMD) activities for employees under their supervision
• Makes sure that deadlines for the PMD cycle are met
• Engages in ongoing and continuous feedback and support, particularly for employees under their supervision, but also other staff members
• Organizes regular meetings within their team to ensure optimal coordination of the work and proper flow of information
• Ensures that job descriptions for employees under their supervision are up to date; seeks feedback and support from the HR Department if needed
• Plans and coordinates the annual leave of the employees under their supervision ensuring continuity of the operations throughout the year and making sure that there are no outstanding holiday balances at the end of the year
• Coordinates and supports the employees under their supervision in their personal development by coaching and advising them on internal and external training and development possibilities

ADDITIONAL DUTIES

• Follows up on all work-related messages and correspondence with the relevant contacts and departments
• Is aware of the delegation’s objectives and has a good knowledge of the Movement and other contacts relevant to the position
• Collects and shares information so as to improve the ICRC’s understanding of the environment and humanitarian trends and responses
• Represents the ICRC in an appropriate way during activities, in meetings and in the field, and avoids any activity that may reflect negatively on the ICRC’s image
• Takes responsibility for their own professional learning and development
• Contributes to the analysis of the security, socio-economic, cultural and political environment relevant to the ICRC and share relevant information with colleagues.
• Reports events and changes within the region that could have an impact on ICRC’s activities and hence provides sound elements to the Delegation that allow to establish objectives and priorities.

• BA Degree in Logistics and Supply Chain Management or related field
• training in administration or logistics, or equivalent experience is an asset
• Minimum three years’ experience in Logistics Management.
• Good command of English and Tigrigna.
• Computer literacy (Word, excel and others), mandatory
• Team-management experience an asset.
• Driving license (3rd grade) and should pass ICRC internal driving test.