IR/INT/EXT/VN/040.19
October 15, 2019

Post Title:                      Log/Admin Officer

Duty Station:                Somali Regional State, Bare

Reports to:                    Senior Project Officer  

Salary:                             As per the organization scale

Required:                      One

Duration:                       Six months     

Introduction

Islamic Relief is an international relief and development charity founded in 1984 with its headquarters in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities - regardless of race, religion or gender. The office officially started operation in Ethiopia in 2004. Islamic Relief Ethiopia (IRE) is operational in the Somali Regional State with a base office in Hargelle, Elkere, Bare, Dekasuftu, Jigjiga, Afar Regional State; Ewa & Gulina and an additional operational office in Addis Ababa. For more information please visit our website: http://www.islamic-relief.org/work-with-us

Responsibilities Overview:

The Logistics and Administration Officer is responsible for managing staffs, managing staff benefit, Annual leave, purchasing, transportation, stock control, warehousing, and ensuring structures are in place to monitor the flow of goods and materials.  S/he coordinates utilization of vehicles, creates routes, supervises drivers, coordinates routine maintenance, and monitors proper utilization of respective budget.

Key Responsibilities

1.     In consultation with the Senior project officer, the Logistics and Admin Officer handle employee grievances, disciplinary issues and other administrative problems according to IR policies and procedures and on staff rights;

2.     Manage and Maintain records of staff benefits including medical benefits, leave balance, acting allowances etc and advice the concerned

3.     Ensures that request for annual staff appraisal is sent before the year ends, follow up on timely submission of the appraisals so that employee’s contracts will be renewed or terminated at the beginning of the next budget year;

4.     Sets up sound supply chain and avails means of transport for any request and warehouse space.

5.     Ensures the provision of effective and efficient logistical support services to all units and departments of the organization

6.     Ensures and monitors procurements are cost effective, timely, up to expected quality level, and in compliance with IR financial as well as procurement and logistics policies and procedures.

7.     Networks and communicates with government, suppliers and other stakeholders concerning logistics and procurement, shares update, proposes innovative ideas, and develops and maintain suppliers’ list; and supports the importation of goods and ensures clearance through customs and delivers goods and services for the field office

8.     Ensures timely availability of vehicle for office need, maintaining the quality, cost as per the standard checklists developed and staff vehicle request are well-organized and coordinated.

9.     Ensures the adherence of IR vehicle management policy, driver rules and regulation are maintained, vehicle service time and maintenance schedules are followed.

10.  Ensures that IRE vehicles are properly maintained through either contracted private services or qualified agency employees and are used for official business, carrying only authorized personnel and no use of vehicles after-work hours.

11.  Monitors and controls vehicles to maximize efficiency in usage of fuel and regular maintenance costs and ensures the maintenance of history jackets of vehicles as per the check list and follows up for its regular update.

12.  Ensures the annual inspection of vehicles, secures insurance coverage; ensures the availability of IR logo on the vehicles and on rented vehicles;

13.  Provides/facilitates logistical support for staff travel arrangements during internal and external travel.

14.  Supervises the work of drivers, driver-mechanics and assistant logistics/procurement officer in the central office and implements vehicle management manual and proposes noble and cost-effective ideas.

15.  Reviews vehicle log sheet, periodically services vehicles at CO and project offices, and produces monthly fuel consumption report.

16.  Ensures that inventory records are updated upon the arrival of new asset and reports to the Logistics Coordinator; ensures the completeness of the store records, periodically monitoring the store movements.

17.  Supports for the supervision and monitoring of all field office stores, rented warehouses and stock movement activities are in compliance with IR policies and procedures.

18.  Compiles periodic, procurement data, store inventory, logistics support report maintaining with required quality and supports periodic asset inventory.

19.  Produces periodic monthly, quarterly and annual reports as well as other reports on HR maters.

20.  Performs any other duties as may be assigned.

Education and Experience

·       Bachelor’s degree in Management, Supply Management, Business Administration or related fields.

·       4 years of relevant work experience in related positions preferable in INGO/NGO settings.

Personal skills

·       Strategic thinker – proven ability to translate strategic plans into action

·       Decisiveness with excellent judgement

·       Excellent interpersonal skills – builds good relationships with internal and external stakeholders

·       Excellent spoken and written English languages; and local language (Somali) is Mandatory   

·       Able to plan, prioritize and organize self and others

·       Demonstrated ability to lead a team

·       Ability to manage a complex and demanding workload with flexible behavior

·       Must have high ethical standards and Able to plan, prioritize and organize self and others

·       Commitment to humanitarian principles and action

·       Competence in MS Office