Logistics Officer 109 views1 application

FH Ethiopia is a non-governmental organization engaged in relief and development activities. At FH, we operate under a set of guiding principles we call the “The Heartbeat”. This includes our Values, Vision and Purpose, which serve as the explanation of who we are and how we work as organization. Together we follow God’s call responding to human suffering and graduating communities from extreme poverty. FH Ethiopia would like to invite potential candidates to apply for the mentioned position:

Position:                                Logistics Officer  (Internal/External)

Duty Station:                         Bahir Dar

Duration of Contract:          One-year contract, renewable (with 60 working days Probation)

Salary:                                    As per the salary scale of the organization

Closing date:                         August 27, 2022

Job Summary

Under the general direction of the Logistics and Admin Coordinator, the Logistics Officer is responsible for fleet management, Warehousing management, Asset management, and Admin activities of the Coordination Office. He/She will be responsible for managing and coordinating transport and operation support services of the Bahir Dar programs Office.  He/she will also be responsible to ensure the timely maintenance, service, annual inspection of vehicles, and prepare vehicle status reports. Provision and control of supplies for all the project activities according to their need and plan.

Principal Responsibilities

Job Responsibility #1: Fleet Management, Warehouse Management and Asset management

• Maintain daily vehicle movement schedule and records and assign vehicles (including motorcycles) as needed providing daily movement schedule by the close of business the previous day.
• Demonstrate the effectiveness of the fleet management by boosting efficiency, enhancing productivity, controlling costs to guiding the CO towards successful decisions.
• Provide regular submission of logistics and assets, in particular fleet management reports and generator reports.
• Support inventory management of all expendable and non-expendable items under the projects. Initiate regular warehouse physical inventory counting and prepare reports on it
• Initiate verification, maintenance, monitoring and write-off/disposal as may be appropriate in compliance with established rules and procedures.
• Support function of warehousing within FHE operations and produce official release and receiving documents.
• Support FHE logistics function and assist with planning and goods deliveries, and provide information on the status of requests and the availability of items in the CARE supply chain system.
• Monitor receive and release supplies based on received authorizing documentation. Verify quantities and quality (including packing) according to goods receipt document, packing lists, waybills, pre-delivery inspection reports or purchase orders and report discrepancies if any.
• Monitor the quantity and quality of the stored supplies and report on irregularities, if any, in relation to storage, receipt or dispatch & security of the warehouses.
• Maintain records and ensure appropriate filing for all documentation related to movements in and out as well as monthly warehouse stock taking reports.
• Perform monthly physical inventory checks, provide monthly stock reports and data on receipts/releases, and immediately report on any variance. Assist in regular/random physical stock taking in the warehouse.
• Develop plans for capacity building of warehouse staff.
• Ensure that relevant tools are in place for inventory
• Ensure that the field Office assets are tagged and properly kept (including individual lists of office equipment).
• Ensure that inventories are made in all offices at least once a year.
• Ensure that inventory documentation is kept up to date in all offices.
• Coordinate and ensure that the reconciliation of all offices and partners’ inventories is done with databases.
• Produce annual inventory and reconciliation report to management.
• Monitor life-cycle/shelf-life of assets and equipment.
• Monitor all sub-equipment accounts to ensure there is no waste, fraud or misuse of equipment or materials and that surplus or excessive stocks of equipment are not being held.
• Analyze data on vehicle use and cost, submit a monthly report to the Operations Manager on a monthly, weekly or as and when required for management.
• Provide adequate information on fleet with appropriate recommendations for maintenance and renewal of the fleet.
• Ensure that new vehicles are correctly registered, insured, etc. and initiate the process of renewal of documentation as required.
• Keep a record of annual fleet renewal documentation and process renewals accordingly.
• Manage the allocation and movement of vehicles at the country office.
• Ensure the country office and vendors vehicles have safety equipment needed such as first aid boxes, fire extinguishers etc.
• Effectively maintain strict adherence to CARE policies on travels, including wearing seat belts, speed limits and ensure drivers have regular training in this area.
• Maintain an overall chart and individual vehicle and generate files showing maintenance schedules, data of insurance renewals, road worthiness certificates, ECOWAS brown cards, etc.

Job Level Specifications

➢          Full agreement with FH’s Christian foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose.

➢          Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies;

➢          Analytical, training/facilitation skills;

➢          Quantitative and qualitative data analysis skill.

➢          Ability to establish and maintain effective working relationships with subordinates, associates, other department directors and managers and external bodies.

➢          Excellent verbal and written communication skills in English, working area language (Amharic) and other local languages

➢          Effective interpersonal skills, intuitive, tact and a high sense of responsibility,

➢         Sensitivity to different aspects of diversity (cultural, religious, disability), firm belief in teamwork.

Experience

➢      Three  years of progressive responsible experience in managing logistics operations, preferably with international organizations;

➢      Excellent level of computer literacy;

➢      Ability to perform multiple tasks simultaneously and willingness work out of working hours

Education/Certifications

➢     BA in Logistics and Supply Chain Management, Business and related discipline

Language

⮚ Proficiency in spoken and written Amharic and /or local language of the operational area and, basic understanding of English required;

Distinguishing Competencies

➢          Coaching, initiating action, communicating with impact, innovation, planning and organizing, building partnership, facilitating change, adaptability.

➢          Accepts and gives constructive criticism.

➢          Follows all relevant procedures, processes, and policies.

➢          Meets deadline, cost, and quality requirements for outputs. Monitors own work to correct errors

➢          Takes responsibility for meeting commitments and for any shortcomings

Safeguarding Policy

Food for the Hungry is committed to conducting its programs and operations in a manner that is safe for all beneficiaries it serves. It is FH’s policy to create and proactively maintain an environment that prevents and deters any actions and omissions that put any beneficiaries, including children and the most vulnerable at risk. All personnel are expected to conduct themselves in a manner consistent with this commitment and obligation. Any violations of this policy could result in termination.

Safety & Security Responsibility

⮚ Each FHE staff member should adhere to all pertinent policies concerning safety and security policy of FH. Lapses in safe conduct can jeopardize the health and welfare of all staff.

⮚ Every FHE staff member has an obligation to learn and understand the security situation where they are located.

⮚ Each FHE staff member should adhere to all pertinent policies concerning safety and security.  This includes, but not limited to, personal safety, road safety, etc.

⮚ Has a responsibility to become familiar to social, cultural and other associated features of their duty stations;

⮚ Abstains from inappropriate or offensive behavior that can put FHE in a difficult position, impair operations, and jeopardize the health and welfare of all staff of FHE.

⮚ All FHE staff should promotes safe conducts and exercises caution in all work activities; staff should accountable for own personal and professional actions and conduct;

Gender Responsibility

⮚ Be aware of the stereotypes about women’s and men’s capacities, and discuss how they influence staff, in assigning responsibility, and in managing resources at unit and organization level.

⮚ Be able to describe how gender issues relate to one’s job responsibilities and how gender equity can be promoted through the execution of those responsibilities.

⮚ Be familiar with the local Gender Focal Point(s), and go to her/him to learn more about gender issues, or when there is a gender grievance or harassment issue to resolve

⮚ Within each project and department, discuss FH’s Gender & Diversity and Sexual Harassment and sexual exploitation Policies, so that all staff are conversant with them.

⮚ Refrain from any comments or gestures that indicate prejudicial views of female staff, especially female supervisors.

⮚ In each Project and Head Office, ask women staff what changes would make it more “gender-friendly”, organization and implement the recommendations