ZOA works with committed and motivated staff in serving millions of people affected by poverty, disaster, injustice and conflicts. Through the efforts of our dedicated staff, we are able to bring Signs of Hope and to support people who suffer due to armed conflict or natural disasters by helping them to rebuild their livelihoods.

We value our employees and offer a wide range of benefits to meet the specific needs of our staff and their families.

Purpose:

Working within the Department of Finance and Operations, this position will be focused on supporting the performance of logistics, including procurement and fleet management in ZOA’s Regional Offices.  This position is based in ZOA’s office in Addis Ababa but there will be regular travel to support ZOA’s teams in Gambella, Oromia, Somali Region and Tigray.

The Roving Logistics Officer will be based in Addis Ababa and is expected to provide logistical and procurement support according to the needs of the individual offices of both the country office and programme field offices to ensure an effective and compliant logistical service to the operation. This includes ensuring that ZOA’s logistics, procurement, administration, fleet management, security, inventory, asset management and contract management policies are in place and being properly implemented. The position involves frequent travels to field offices to provide support to the regional operations/logistics staff as and whenever necessary.   

ESSENTIAL RESPONSIBILITIES AND DUTIES:

• Under the direction of the Logistics Coordinator, and in close collaboration with Regional Office colleagues, ensure the timely and proper performance of logistics and procurement functions at the regional office level, according to ZOA policies and regulations;
• Ensure that all Regional Offices develop procurement plans with each new project;
• Review all procurement plans and all specifications;
• Perform regular checks on the progress made on all item lines included in Procurement Schedules;
• Prepare and develop status reports as required by the supervisor;
• Support administration and logistics activities at the country office and programme field office level making sure availability of resources is always guaranteed and transactions are properly processed and documented;
• Carry out procurement activities including getting quotations, preparing purchase orders, contracts, negotiations, dealing with vendors, checking legal requirements, receiving materials, etc.;
• Responsible for assessing market conditions and possibilities available for procurement, and making recommendations on which procurement method is the most appropriate and required for each procurement activity;
• Supervise all filing and document management within the logistics department and ensure it is done in a systematic, coherent and transparent way so as to meet ZOA/ donor’s needs, obligations and requirements;
• Ensure that all Regional Offices have Fleet Management procedures in place and that these procedures are being followed;
• Ensure that Regional Offices are providing required fleet management data each month (fuel consumption calculations and maintenance information) for vehicles, motorbikes and boats;
• Support travel arrangements;
• Work closely on a daily basis with the country office Logistics Coordinator in order to ensure good understanding of each other’s activities and priorities;
• Serve as short term replacement for regional operations officer when any of them are away from office;
• In close coordination with the country office Logistics Coordinator, support the programme offices procurement, vehicle management and coordination, and inventory of office-related goods and services;
• Provide staff with training on ZOA’s procurement systems and processes to a knowledge level relevant to their position;
• Perform other tasks as assigned.

Contacts

• Vendors;
• Suppliers;
• Other government stakeholders; like ACSO, Ministry of Transport;
• Technical Specialists and Consultants;
• Logistics Coordinator, Assistant Logistics Officer, Purchaser/Drivers and Director of Operations
• ZOA Country Office Support team and Programme staff;
• Programme Field Office Operation Teams and the Area Managers.