Main duties & Responsibilities:

Functional activities & responsibilities:

 

·       Work together with the Regional Logistic Officer to ensure appropriate vehicles, equipped with basic health and safety equipment, are sent to emergency woredas according to the local terrain and operational nature

·       Maintain hard and soft copy files of rented/Concern vehicles working in emergency field offices 

·       Ensure supplies requests for rented vehicles are in initiated a timely manner on a monthly base  

·        Liaise with the head office transport team and Regional Logistic Officer to ensure that rented vehicle payments are settled in a timely manner with the appropriate project code

·       Track and monitor the use of vehicles on the project in order to ensure they are effectively used for their intended purpose 

In the event of an accident, liaise with the Addis transport team to ensure the necessary insurance procedures are followed and a replacement car is immediately sent to the project woreda

·       Ensure that procurement processes follow Concern and Donors procurement guidelines

·       Develop a master procurement plan for the project and monitor the plan to ensure it is correctly followed

·       Work closely with the Head Office logistics team and Regional Logistic Officer to ensure that procurement for the project takes place timely and effectively 

·       Track all project purchases and ensure that an accurate supplies request status sheet is updated and shared to field offices on a weekly basis  

·       Ensure purchased program supplies are dispatched to the intended woreda in a timely manner

·       Ensure emergency supplies stocked at the woreda are properly managed according to Concern warehouse manual and procedures

·       Ensure that inventories of emergency stock stored in the HO warehouses are reported to the relevant staff on a regular basis 

·       Support RRM woredas to prepare and collect monthly consolidated stock reconciliation reports

·       Ensure health and safety standards are respected in each field office warehouse  

Support the logistic team to ensure all assets in the project woredas are recorded and labelled as per Concern Ethiopia and Donors asset management guideline.

·       Conduct regular field visits and provide the necessary technical support to the local support team, producing a report highlighting any issues or concerns that may need management’s attention 

·       Work closely with the head office transport and logistics team and Regional Logistic Officer to ensure all required support to the rapid response program is provided timely and effectively

·       Ensure the basics office equipment for rapid response field offices are procured and dispatched as early as possible

·       Follow the status of procurement of project items that are under process with procurement team and closely monitor Supply Request (SR) status report and provide necessary feedback

·       Liaise with the HO transport/logistics team and Regional Logistic Officer on a regular basis and participate in any required training/capacity building

·       Ensure framework supply & service agreements are signed for frequent purchase goods and services for the purpose of smooth program implementation at field level particularly with fuel stations.

·       Ensure all necessary staff and program material that are purchased centrally are delivered to field level on time

·       Ensure all project field offices are regularly updated on their purchase/supply request status.

·       Ensure all procurement record (softy and hard copy) are timely updated and maintained for monitoring purposes

·       Produce monthly procurement status report.

Other:

·       Actively participate in collective exercises such as preparation or updates of Preparing for Effective Emergency Response (PEER) plan, Security Management Plan (SMP) and other Concern initiatives. 

·       Take active measures to address equality issues, particularly relating to gender, in programme as well as operational activities.

·       Ensure the highest stands of accountability through ensuring good communication and information sharing within and outside the organisation.

·       Be aware of, understand and comply with all of Concern’s policies and procedures (P4, finance, logistics, HR, security management etc).

·       Contribute to ongoing security management and planning as necessary.

·       Actively participate in any emergency response if called upon to do so (within the existing programme area or in a new one).

Undertake other related duties as may reasonably be assigned by the line manager.

Gender

·       Demonstrate an understanding of Concern Ethiopia’s Gender Equality Strategy

·       Contribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with  dignity and respect

Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities.

Essential

·       BA Degree in supply chain management, Business Administration and/or related field of studies with minimum of four years relevant experience.

·       Profound experience in administration, logistics and transport

·       Computer literate

·       NGO experience in emergency contexts is an advantage

Good communication and report writing skills

Competencies:

·       Team work: work with other  colleagues in a team manner and contribute to the team so as to achieve the goal 

·       Integrate: Honest, encourages openness and transparency; demonstrates highest levels of integrity

·       Communication: Actively communicate with the team 

Values diversity, sees it as a source of competitive strength