Duration of Contract : Until December 31, 2020

The Field Logistics & Admin Officer is working under the supervision of the Refugee Response Coordinator, based in Gambela.

1. Manage Gambela base vehicles and any other means of transport

·         Implement existing rules and procedure for the management of vehicles and other means of transport

·         Manage the planning, allocation and loan of vehicles on a weekly basis and disseminate the planning to everyone in the base

·         Manage the planning and allocation of drivers on a weekly and monthly basis

·         Check that drivers are following the rules (non-respect of driving and safety regulation, abnormal mileage or fuel consumption, dangerous behavior, drink and drive, repeated car crash or bumps…).

·         Manage the supply of fuel for the vehicles and follow up consumption

·         Follow up the quality of maintenance and repair work done by garage or driver (quality of spare parts, adequate works, conformity of the job regarding price and time).

·         Ensure that vehicles are equipped with all the necessary safety, security, communication tools, and documents (registration, insurance, etc.)

·         Follow all inland transportation and ensure that necessary logistic documents are travelling with the material.

·         Coordinate travel arrangements, including air tickets and hotel bookings for traveling staff

 2. Manage Gambela base procurement chain

·         Organize and make purchases in accordance with HI and donor procurement procedures and plans

·         Analyse the local market quality (price, service, and ethics) and updating the supplier database

·         Monitor Purchase and Service Requests and ensure that all purchase files comply with HI and donor procurement procedures.

·         Check the validity and appropriate nature of proof of expenditures (contracts, orders, invoices, delivery notes…) and verify all purchase files to ensure respect of HI and donor procurement procedures before settling advances with the Finance Department.

·         Manage the logistical organization of seminars and training for the program

·         Train the project teams in purchasing tools and procedures

3. Ensure proper stock management

·         Carry out or ensure proper physical management of stock according to the procedure: use stock management tool, manage the flow of merchandise and organize periodical stock-taking and storage facilities

·         Organize any distribution of merchandise within the projects with the support of RRC & HO Log

·         Conduct the monthly inventories of the stock in case of any difference report to HO Logistics manager 

4. Manage general services (offices, accommodation and storage facilities) and daily use of equipment

·         Manage the fitting out, servicing and maintenance of the premises and equipment and report on the work undertaken & cost to the RRC

·         Make sure that internet, telephone, water & power supply are available and functional in all premises in Gambela and is responsible to maintain and provide solution when there is a problem

·         Identify reliable suppliers and services providers (electrician, carpenter, plumber, etc.) for maintenance of the premises and propose contracts

·         Ensure & set up the security of the premises (locks, guards, lightning, communication means etc.) 

5. Manage technical equipment

·         Manage the installation, monitoring and traceability of equipment (computer, power-supply, communication, etc.)

·         Implement the Equipment Monitoring Chart (EMC), update each time there is movement, ensuring the quality of the data it contains and carry out physical inventory every 6 months.

·         Ensure proper filling of the generator log book by guards (running hours, fuel & maintenance record) and proper use of the generator

6. Manage Gambela logistics support team

·         Supervise the logistical support functions team (drivers, guards, cleaning staff), set objectives and carrying out assessments of direct reports

·         Manage direct reports' contracts (leave, end of trial period, etc.); if the need arises, co-validate disciplinary measures with RRC

·         Regulate relations within the team and with other team members, manage situations of conflict at the first level of line-management and give feedback on the solution taken or forward to the next level of management if necessary

7. Assure the administrative and financial management in your area of activity

·    Prepare different service agreements (suppliers, short term replacement staff, etc.) after instruction from the project manager and in consultation with the capital

·   Ensure that all the necessary contractual documents exist and are followed-up and archived (service, rental, partnership, employment contracts)

·   Carry out administrative follow up for rented premises and other rental contracts (payment of the rent, service charges, renewal, termination...)

7. Reporting

·         Compile and send monthly report of Gambela base Logistics Manager in Addis (with CC to RRC)

Education:  University degree in logistics, management or related subjects

Experience:

.  At least 2 years experience in logistical activities. Experience in Admin is a plus.

Competency

. Fluency in English

• Good oral and written communication and documentation skills

. Knowledge of the MS office applications

· Knowledge of basic maintenance of vehicles.

Personal Quality

.  Capacity to work under pressure and unsecure environment.

·  Field work oriented, flexible, autonomous, obedient, service and solution oriented, organised and proactive

·  Willingness to work out of regular working hours based on the program need.

·  Strong interpersonal skills and work in multicultural teams