Plan International is an independent non-profit organization that advances children’s well-being and equality for girls. Working in building powerful partnerships for children for over 75 years and present in 70 countries, Plan International strives for a just world, tackling the root causes of the challenges facing girls and all vulnerable children while working together with children, young people, our supporters and partners. Plan International Ethiopia is looking for Emergency Logistics and Admin Officer for Afar Emergency Response Project.

Dimensions of the Role:

Under the supervision of the Project Coordinator the Logistic and Admin Officer is responsible for the implementation of the Procurement Guidelines and Procedures in the Project Emergency Office. He/she fulfils this responsibility through the processing and follow-up of requisitions into purchases and tenders. The Logistics and Admin Officer pro-actively performs supplier management and he/she is also the Secretary (not a voting member) of the Tendering Committee. The Logistics and Admin Officer has end responsibility for:

• Timely collects of Performa invoices (quotes) as per the approved purchase requisition for goods and services
• Processing and follow up of goods and service requests in the Program Area
• The output and performance of designated staff, through supervision and evaluation
• Creating a positive working environment in which continuous improvement, service- mindedness, transparency and open communications are key values.
• Providing oversight of the  project procurement and supply chain management; fleet management; property  and fixed assets management, inventory management, and risk and security management of the Sub-Office,
  
• Responsible for vehicles and asset management and performance of the Sub-office and district level offices under the sub-office Logistics Unit, and periodic preparation of standardized operational and financial report Sub-office manager and PA Logistics Coordinator.
  
• Receiving, checking and authorizing weekly and monthly reports of the Drivers and compiles them into unit-wide regular reports.
  

Accountabilities

The Logistics Officer is held accountable for the following specific deliverables:

Procurement

• Responsible for sourcing of products, collection of quotations/proforma and performing purchase transactions.
  
• Ensures that purchased items and services meet the stated requirements and takes care of delivery to the Emergence Project office. 
  
• Collection of information about suppliers and market conditions and reporting supplier details, product lists and price lists to the Sub-office Manager and PA Logistics Coordinator.
  
• Performance of transparent transactions, purchasing and delivery of goods and services within prior agreed lead times and ensures that all purchases are properly documented.
  
• Prepare a weekly overview of requisitions processed and outstanding, including lead times.
  

Typical Responsibilities - Key End Results of Position:

“What” is done and “why”, but not “how”; include indicators for success

The Logistic and Admin Officer:

• Providing oversight of the overall emergency project procurement and supply chain management; fleet management; property and fixed assets management, inventory management, and risk and security management of the Emergency Project Office,
• Receiving, checking and authorizing weekly and monthly reports of the Emergency Logistics Officers and Office Assistant, Drivers and compiles them into unit-wide regular reports.
• Receives requests for goods and services (requisitions) and ensures their completeness/ compliance before they are processed;
• Advises requestors about product description and specification, prices, lead times and availability, promoting standardization, value for money and economy of scale;
• Commits to lead time estimations and is held responsible until timely indicated otherwise on the basis of clear and justifiable grounds;
• Collects quotations as per the Procurement Guideline and forwards them to the supervisor; reports any difficulties (sourcing, stock outs, unavailability) immediately to the  supervisor and consults the requestor when needed;
• Coordinates the collection/delivery of goods, including adequate record keeping (GRN, GIN)
• Arranges transportation from suppliers to the office/warehouse, as necessary;
• Prepares comparative bid analysis for tender bids, takes minutes and reports outcome for the Tendering Committee;
• Receives/collects invoices, arranges cash/cheques and withholding tax receipts with the Finance Department and makes payments when required;
• Settles all payments and/or cash advances with legal VAT receipts on a daily basis.
• Maintains an up-to-date Suppliers List and submits the list regularly for revision and endorsement to the Project Coordinator and Logistics Coordinator, Tendering Committee.

Fleet management

• Properly record and keep history of sub-office vehicles & motor bikes
• Follow fuel consumption of each vehicle’s and motor bikes and take appropriate action  if necessary
• Insure all sub office vehicles and motor bikes operation is according to the organization fleet management policy
• Approves and signs weekly/monthly logbook, trip, and fuel records, monitors utilization, maintenance and fuel consumption for all emergency vehicles in Sub-Office;
• Maintains a vehicle inventory for the PA and advises about vehicle allocation.
• Prepare the Emergency Project Office fleet management reporting on monthly basis.
• Carry out a monthly analysis on emergency vehicle usage for decision making;
• Ensures the annual vehicles inspections of sub-office vehicles are timely done.
  

Administrative tasks: 

• Be responsible for incoming and outgoing telephone calls and emails 
  
• Handle office expenses within a petty cash limit under the approval of the program area manager
  
• Manage office equipment and infrastructure to ensure a well-running office
  
• Responsible for the overall running of the reception operation
• In consultation with the logistics team, make logistic arrangement including flights reservations, hotel and vehicle arrangement for program area manager, visiting Country Office team, visitors/partners, donors, consultants, and other guests
• Monitor and maintain office supplies and keep good stock of supplies for the program area manager office
• Prepare correspondence, memos, reports, presentations, and emails to local counterparts, donors or other related offices or agencies in relation to the office operations and record and maintain minutes of staff meetings, management meetings, and other general meetings as required & to the expected standard.
• Carry out other duties such as translation works, take minutes of office meetings as requested by the supervisor
• Update the filing system and manage filing the office documents for both hard and electronic copies.
• Supervise and manage office attendants
• Ensure documentation of all government and partners agreements, reports both in soft and hard copy maintained.
• Responsible of facilitate high level trainings, workshops and conferences.
• Enhances organization reputation by accepting ownership for accomplishing new and different request; exploring opportunities to add value to job accomplishment.
• And other perform other duties as recommended by the supervisor.
  

Staff management

• The logistics and Admin officer supervises all sub-office drivers
  
• Timely finalize each drivers IAP and six months interim evaluation and year end evaluation and forward to
• Immediate Supervisor for approval.
  

Technical expertise, skills and knowledge

Essential

• Bachelor degree/ in Business Administration/logistics Management, Purchasing/Supplies management or related field.
• Minimum of 5 years relevant experience for diploma holders and 3 years relevant experience for BA and relevant work experience in INGO environment, involving in the procurement of both emergency and development programs.
• Substantial experience in procurement.
• Skills Specific to the Post
• Strong negotiating skills.
• Good interpersonal skills.
• Proficient in computer skills and use of internet and other applications.
• Able to work with minimum supervision.
• Excellent  verbal and written communication skills; both in English & Amharic
• High commitment to work with pastoral communities in remote and challenging environments