Logistics and Transport Officer 89 views

Job Description

Transport

• Clearly understand and adhere to the rules and regulations (Transport, Procurement and Warehouse Policies) of Concern Worldwide in Ethiopia in day-to-day work /during implementation.
• Make sure that programme vehicles are serviced periodically as per Concern and manufacturers maintenance guideline and insure all the repair and maintenance are as per Concern worldwide in Ethiopia maintenance guideline.
• Check and review office vehicles, spare part bills and make sure the invoices are in accordance with the agreement before payment is effect.
• Seek technical advice and get confirmation from Head Office transport unit for the fairness of the price of spare parts prior to processing payment to the supplier
• Prepare and monitor charging sheetsfrom each vehicle regularly, prepare summary reports, make data analysis and provide necessary recommendation/s based on an the analysis.
• Monitor the daily vehicles fuel re-filling management and make sure all the required formalities are fulfilled as per the policy.
• Prepare monthly fuel consumption & KM analysis report and submit to Head office finance and logistics unit at the end of each month.
• Collect daily and weekly transport plan from the programme/ Admin/Finance staff [users] and organise the weekly and daily transport schedule in cost effective way.
• Monitor and check the daily movement of office and rented vehicles and ensure that resources are effectively used for Concern interest only.
• Monitor logbooks and vehicles charge out sheet of Drivers on a weekly basis ensuring that they are filled in properly.
• Collect monthly vehicles log sheet from Concern and rented vehicle drivers and evaluate each vehicle’s fuel consumption, availability and utilization.
• Ensure that all vehicles are checked annually in accordance with Ethiopian Transport and traffic regulations.
• In the case of accidents, communicate and take /facilitate to take/ necessary action as per Concern Policy as well as follow up the necessary procedures (Insurance Company, traffic police etc).
• Check all vehicles are properly functional and ensure the work has been done correctly after repair or service has been carried out.
• Assess and select appropriate Garage in collaboration with HO Transport /Logistic team at Area office level and conduct A and B maintenances for the vehicles and undertake ‘C’ level service of vehicles with the Assistance of the Head office.
• Properly identify parts of vehicles which need maintenance, and communicate the garage as well as record and prepare report on the maintenance part with cost regularly.
• Review and appraise the payment request of the Garage to ensure that the request is as per service and agreement.
• Identify and submit all orders as per the necessary spare parts and items requirements for Concern vehicles which are necessary to undertake maintenance.
• Prepare a maintenance schedule for all vehicles and communicate to HO transport /garage and ensure preventive maintenance system is strictly adhered to on all vehicles, and that inspection is carried out properly.
• Conduct random check of all drivers daily activity sheet format and log sheets to ensure that if they maintain proper way of filing procedures.
• Supervises the maintenance of high standard of Health and Safety within the working environment; ensures that the no-smoking policy is upheld within all the vehicles and workshop area, updated fire extinguisher and First Aid kit are available in each rented and Concern’s cars.
• Issue fuel vouchers and monitor use of fuel intake of vehicles.
• Ensure that all drivers have valid and up-to-date licenses and annual drivers’ eye test is conducted.
• Allocate vehicles for private use and monitor cost effectiveness of the system in line with Concern transport manual.
• Liaise with HO Transport & Logistics department to ensure smooth running of the transport and logistics function within the Area Programme Office.
• Organize orientation session and update all staff on Concern WW transport policies and produces.

Logistic: Procurement and Store Management

• Make sure all the procurement processes are undertaken as per Concern Worldwide -Ethiopia and Donors procurement guideline and procedures.
• Ensure all purchase files are maintained as per Concern Worldwide –Ethiopia Finance, Procurement and Store guideline.

• Update regularly SRTS (Supplies request tracking sheet) and liaised with HO Logistics unit for program’s SR progress.
• Organize procurement committee and make sure the committee members are familiar with Concern Worldwide – Ethiopia procurement guideline.
• Participate and provide technical support for the preparation of procurement plan for each project and communicate concerned staff on timely manner.
• Check and appraise /approve the external work done related to transport and logistics before any payment is effective.
• Responsible to conduct annual organizational asset inventory in collaboration with Admin /Accountant and other programme staffs.
• Responsible for follow up and supervise the distribution of items and goods to beneficiaries and compile and properly document beneficiary list.
• Responsible for the disposal of obsolete items in store, which are not in use, in line with Concern guideline.
• Maintain good working relationships in the workplace.
• Ensures that all Concern stores (including field based satellite stores) are maintaining appropriate and accurate stock records,
• Maintain good stock records systems and make sure all relevant information are shown on the stock and bin cards  as per Concern and donor’s guideline.
• Monitor the main store activates and make sure all the required store formalities are in placed as per the manual and procedure.
• Produce monthly consolidate stock report and check/inventory process is undertaken at all-time in accordance with Concern Worldwide- Ethiopia inventory guidelines.
• Make sure fixed assets in all offices are updated and tagged as per Concern Ethiopia and Donors asset management guideline.
• Make periodic field visit to ensure that materials issued are utilized according to laid down procedures; undertake random checks at field stores to monitor quality of storage and stock counts.
• Follow-up the timely renewal of warehouse rental and supply contract agreement.
• Organize orientation session and update concerned staff on Concern WW and Donor procurement policies and produces.

Financial Planning and Management

• Contribute and take responsibility for the planning & preparation of Transport & logistics unit budget in new proposal development; annual budget & revision.
• Review management account regularly and check the proper utilization of the allocated budget and give proper feedback on timely manner.
• Monitor and the budget utilization of transport unit to ensure efficient utilization of allocated money.
• Ensures all goods/items and services are procured for area offices as per Concern procurement manual and procedures through a contract agreement and delivered on time and settled timely;

HR

• Monitor and support the performance of all directly reporting staff.  Identify underperformance and advice on necessary improvements, training and staff development needs.
• Participate in the recruitment process of drivers and storekeeper.
• Coach and support transport & log team
• Review performance of staff under his supervision as per the Performance and Development Review (PDR) and undertakes periodic assessments; maintains records related to their movement, benefit, etc.

Networking

• Maintain the relationship established with suppliers and service providers.

 .         Establish and maintain relationship with similar organizations working in the area for sharing experiences and relevant information.

Emergency response

Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopia Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Job Requirements

Essential:

BA Degree in Supplies chain management, Fleet management, or related field of studies with minimum of three years  or  five years relevant experience respectively

Profound experience in logistics with NGO experience is an advantageous

Good communication and report writing skills.

Competencies:

Desirable:

• Ability and willingness to frequently travel and stay at the field
• Ability to work collaboratively with colleagues across the organization developing effective working relationships to deliver outstanding results.
• Proven capacity to supervise, train and coach staff and working with community members
• Computer Literate
• Able to speak and write in English
• Excellent management capacity
• Good communication and administrative skills
• Excellent coordination and facilitation skill

How to Apply

Interested applicants should send non-returnable C.V., application letter outlining how their experience and education fit this vacancy, please note that no need to submit your supporting documents at this stage:

Concern Ethiopia, Human Resource Department, P.O. Box 2434, Addis Ababa.

OR

Apply in person at our Office in Addis Ababa,  Or

our field office, Wolayta

Only short listed candidates will be contacted.

Concern Code of Conduct and its Associated Policies:

Concern’s Code of Conduct (CCoC) and its associated policies; the Programme Participant Protection Policy, the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy have been developed to ensure the maximum protection of programme participants from exploitation and to clarify the responsibilities of Concern staff, consultants, contractors, visitors to the programme and partner organizations, and the standards of behavior expected of them.  In this context staff have a responsibility to the organization to strive for and maintain the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Concern’s Code of Conduct and its associated policies have been appended to your Contract for your signature. By signing the Concern Code of Conduct you demonstrate that you have understood their content and agree to conduct yourself in accordance with the provisions of these two documents. A breach of this policy will result in disciplinary action up to, and including, dismissal.

Women are highly encouraged to apply.