Job Description
About the Organization
Development for Peace Organization (DPO) is an Ethiopian non-profit organization established in 2020 with a mission of striving to meet the humanitarian and developmental needs of societies regardless of race, color, religion or cultural background. We are legally registered to work in Ethiopia (Reg. 5164) as National NGO and as INGO in South Sudan (Reg. 4178), Somalia (Reg. NGOD/Moifar0422/022) and Kenya (OP.218/051/22-400/12732); it is also processing its registration in Yemen. We are currently seeking an experienced Human Resource Assistant to join our mission-driven organization.
Job Summary
The Logistics Assistant will report to the Medical Director, responsible for overseeing day-to-day, fleet management, Office Management general logistics needs related to the Puniydo Regional activities.
Duties and Responsibilities
- Receives and inspects all incoming materials and reconciles with purchase orders; processes and distributes documentation with purchase orders; reports, documents and tracks damages and discrepancies on orders received.
- Check and make sure that items received meet required standards; packaging, Expiry date and part/serial/model numbers, etc.
- Issue goods following proper stores regulations – first in, first out, and goods with near expiry date to be issued next.
- Make sure all the store books are well kept in a secure way (Ledger book, release, waybill books and Delivery Books).
- Maintain proper and updated records of items kept in store. That is bin cards, ledgers and other documents are properly filled (waybills, requests etc.). Participate fully in the exercise of stock taking when due.
- Makes recommendations to all levels of management on steps to be taken to improve Inventories management systems and discarding of non-usable items, maintain inventory and logistics related documents and files.
- Ensure accuracy of all inventories. Ensure Assets register and inventory is up to date in all times.
- Support sufficient planning for deliveries to project teams and update the Medical Director and Procurement Assistant with regular information about stock levels and expected leave times.
- Manage custom clearance and reception of the goods and ensure that they are well registered in the monitoring sheet.
- Arrange transportation of equipment & materials to the designated location, including loading and uploading and ensure issuance of proper documentation, i.e. delivery notes, packing list, insurance, etc. Liaise with suppliers and vendors for timely delivery of goods, and efficient problem solving of unexpected issues
- Ensure monitoring of logbooks and vehicles fuel consumption on a weekly basis; compiles and submits monthly fleet report of maintenance cost summary, fuel usage, personal mileage and KM analysis and submits with recommendations to Medical Director.
- Maintain a daily Vehicle availability, ready for in town travel and various field destinations. Avail different Vehicles as per the request on daily basis and decide appropriate vehicle type for requested transport service.
- Ensure that vehicles are checked daily and weekly, and that they are maintained in a timely manner.
- Ensure that the vehicle is kept clean, inside, and outside, at all times and that the organization stickers are visible.
- Handle annual vehicle inspection and Insurance renewal for each Vehicles, and handle insurance cases in case of any accident or incidents.
- Make sure the Vehicles arrived is in good condition and the driver is with valid driving license to provide the required transport service and make sure drivers provide the services as per the requirement. Ensure periodic repair and maintenance service made for each Vehicles and ensure Vehicles are parked in safe place.
- Support in arranging rental trucks for transportation of different materials and make sure the driver take over all supportive documents like delivery Order, credit, or cash sales invoice along with the goods loaded
- Work under the management and guidance of the Medical Director and take specific responsibility for fleet coordination and inventory control task.
- Coordinating and handling vehicle requests initiated from cluster and regional offices.
- Inspect all procured goods for quality and quantity, assist with entering data into the inventory system and preparing the inventory report of expandable and non-expendable items
- Assist with inspection, transportation and delivery of all programs procured goods and materials in collaboration with Procurement team.
- Regularly collect log sheets from drivers and maintained and update Vehicles files on monthly basis
- Oversee and support all administrative duties in the office and ensure that the office is operating smoothly.
- Manage office supplies inventory and place orders as necessary.
- Develop office policies and procedures, and ensure they are implemented appropriately.
- Assist with office layout planning and office moves, and with managing and maintaining printers & IT infrastructure.
- Identify opportunities for process and office management improvements, and design and implement new systems.
- Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports.
- Supervise guards and their shift and office cleaners.
- Performs any additional activities which may assigned by the Medical Director.
Required Number : one (1)
Report to :- Medical Director.
DPO is committed to diversity and inclusion in its workforce and encourages all candidates to apply to join the organization, regardless of gender, nationality, religious/ethnic heritage, or disability.
DPO has a zero-tolerance policy for sexual exploitation and abuse, sexual harassment, authority abuse, and discrimination. DPO follows the principles of UN Child Protection. As a result, all shortlisted candidates will be subjected to thorough reference and background checks, as well as being expected to conform to these standards and principles.
Job Requirements
Qualification/ Experience Requirements
- Education: Bachelor’s Degree in Business Administration/logistics Management or related field.
- Experience: 2 years of experience, 3 years for Diploma.
Interested and qualified candidates shall fill out this form and submit their motivation letter along with their non-returnable updated resume as a Merged PDF file through [email protected] until April 4, 2024
Qualified women are strongly encouraged to apply!
Note: Use “Logistics Assistant ” as the subject line of your email!
More Information
- Address Ethiopia
- Experience Level Mid level
- Total Years Experience 0-5
