RESPONSIBILITIES

Managing the program's vehicles and use and the management of any other means of transport in line with internal regulations and the security plan

·    Implements rules for the management of vehicles and other means of transport

·    Manages the planning, allocation and loan of vehicles on a weekly and monthly basis and disseminate the planning to everyone on a weekly basis

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

·    Monitors vehicle use and fuel consumption and report monthly

·    Arranges guests travel and accommodation including airport pick up and drop

Managing general services (offices, expatriate staff accommodation and storage facilities) and daily use of equipment

·    Manages the fitting out, servicing and maintenance of the premises and equipment

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

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

Managing Stock

·    Organizes storage areas and conditions according to needs and rules.

·    Receives goods; checks reception documents, quantities and the state of goods.

·    Prepares outgoing goods in compliance with the Stock Release Order.

·    Reports immediately any discrepancies with the inventory (document, quantity & quality).

Managing technical equipment

·   Implements equipment management procedure and complying with rules and procedures defined.

·    Manages all IT issues and implementing the IT charter.

·   Manages servicing and maintenance of equipment.

·   Updates the equipment monitoring chart in real time and ensuring the quality of the data it contains and carry out physical inventory every 6 months.

·    Manages disposal of equipment and furniture with authorities and as per the organization’s rule.

Managing Addis logistical support team

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

·    Prepares monthly planning for each staff and compile the planning per function and share it with Logistics Manager

·    Manages direct reports' contracts (leave, end of trial period, etc.); if the need arises, contribute to disciplinary measures

Manage purchases related to maintenance, refreshments & external services in relation only to office and guest house in Addis Ababa

·    Analyse the local market for maintenance & repair and keep a local suppliers’ database up-to-date corresponding to HI’s needs and criteria (quality, price, service, and ethics).  

·    Processes purchases, consults and assesses suppliers according to criteria such as value for money, delivery deadlines, standardization, after-sales service, matching up with requirement, matching up with general purchasing terms.

·   Makes sure purchases are done in accordance with HI and donor procurement procedures.

·   Makes sure that goods and services provided comply with the request (quality, quantity, price, deadline, origin, etc.) and informs the applicant/requesting person if there is a problem.

·   Receives the invoice, and asks for validation of the payment approval by the logistics manager and attaches a copy of the purchase and service request (PSR) for transmission to the cashier.

·   Checks 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.

Administrative and financial management of your area of activity

·   Draws up the budget estimate related to logistics and send monthly cash forecast to finance on this budget

·    Files and archives of everyday logistics documents

Reporting

·    Prepares monthly  vehicle fleet, stock and equipment monitoring report for Addis 

Education: 

University degree in logistics, management or related subjects

Experience:

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

Competency

. Fluency in English

. Good oral and written communication and documentation skills

. Good understanding and familiarity with Administrative procedures

. Knowledge of the MS office applications

· Knowledge of basic maintenance of vehicles.

Personal Quality

.  Capacity to work under pressure

·  Work oriented, flexible, autonomous, obedient, service and solution oriented, organised and proactive

.  Good ability in team leading

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

·  Strong interpersonal skills and work in multicultural teams