Logistics and Admin Assistant

Employment Term (Project Period)

After successful probation period 2 years with possibility of extension

Job Purpose/ Summary 

The Logistics and Admin Assistant is responsible to ensure efficient and effective logistics and admin services in compliance with WHH policies, procedures, guidelines and standards as well as donor and national statutory requirements.   

Key responsibilities

1.   Procurement

·         Assist Logistics and Admin Officer in preparation of proper strategies and action plan related to procurement and logistics policies, procedures or systems as required

·         Ensure that WHH procurement policies& procedures are adhered, such as RAC for all procurement activities.

·         Keep track of quality, stock levels, delivery times, transport costs and efficiency

·         assist LAO in preparation of bid documents, analysis, minutes report, award and service contracts(agreements) for all procurements of WHH Ethiopia

·         Maintain and update supplier and service provider list

·         Keeps records and files of procurement in a systematic manner

·         Provide logistics support in customs clearance activities

2.    Store management

·         Make sure that all purchased items are in good conditions and stored in their proper place and manner

·         Maintain updated fixed asset register with necessary details and identification numbers; and prepare yearly report on inventories list

·         Identify old assets and files for disposal according to WHH policies & ACSO requirements

·         Ensure that all fastmoving stock items are timely replaced and no gap is created.

3.    Facility Management

·         Ensure that WHH assets such as vehicles, furniture, equipment, office tools, and the premise(s) are maintained in best standard.

·         Facilitate regular service of the generator; maintain maintenance and service file on the same.

4.     Admin support

·         Provide high quality and professional office hospitality to visitors and handle incoming calls

·         Manage calendar and schedules, and assist in prioritizing meetings and assignments

·         Coordinate events, including meeting, conferences and seminars

·         Maintain effective filing system by organizing documents and correspondences and ensure their safety

·         Registering and dispatching incoming or outgoing letters, circulars and memos; open, sort and distribute incoming letters;

·         Assist in travel booking / facilitating air ticket purchase, conference room and accommodation booking

·          Liaise with government offices (such as department of immigration, MoLSA, MoFA, ACSO, etc) on activities related to Visa, work/residence permit, customs clearance and related matters

Educational Qualification

BA/BSC degree in Logistics/Procurement, supply chain management, Business administration, and management.

Experiences

 3 years relevant professional experience in logistics,  procurement and Admin position in INGO

Demonstrated expertise in managing the whole cycle of procurement process for donor funded projects in an INGO environment

Knowledge and experience in liaising work with Department of Immigration, MoLSa, MoFA, ChSA, ERCA, clearing agents, vendors, etc.

Language

Excellent command of spoken and written English

Skills and Competencies

Excellent knowledge and skills in supply chain management, fleet management, facility management and office administration.

High level of professional ethics& integrity.  No record of any form of fraud, misappropriation of resources, etc.

Good report writing skills

Excellent coordination and facilitation skills

Willingness to work in high pressure work environment with diverse demands