Role Purpose 

Plan International is a rights-based development and humanitarian organization working for better lives for all children. We are independent of government and have no political or religious affiliation. Our purpose is to strive for a just world that advances children’s rights and equality for girls. We have been building powerful partnerships for children for more than 80 years, and are now active in more than 70 countries.

Our global strategy has a specific focus on girls, as they are often the most marginalized and most often left behind. We have committed ourselves to the ambitious target of reaching 100 million girls over 5 years, to ensure they can learn, lead, decide and thrive. This is our contribution to reaching the sustainable development goals, and in particular the goals on gender equality. Our organization is transforming itself to meet this enormous challenge everywhere we work. We need bold, forward-thinking and innovative individuals to lead our country operations, driving change and delivering results that will allow us to reach our target of 100 million girls. 

In Ethiopia, Plan has more than 25 years of experience in implementing its programme. Currently PIE mainly operates in seven geographical areas; Amhara, Oromia, SNNPR, Gambella, Benishangul Gumuz, Afar, and Addis Ababa City Administration on different projects funded by different donors including sponsorship.

Plan International Ethiopia's main purpose is to seek Gender Justice for Girls, Adolescent Girls, and Young Women. We aim to help create an enabling environment where girls, adolescent girls, and young women are safe, valued, equally cared for, and have equal opportunities. PIE will contribute to the global strategy by aiming to reach directly 2.1 million Girls, Adolescent Girls and Young Women over the period of the strategy 2020-2024 and to reach an additional 6.3 million beneficiaries through its interventions.

Log and Supply Chain Officer is responsible to ensure transport facilitation, store and distribution management and provide other logistics and administration supports for the operation office.

Management scope, reporting lines, key relationships

Reports to: Logistics Coordinator

Key relationships

Internally: The job holder has a close working relationship internally with the following departments and/or functions:

Program Area staff, project staff and various internal staff networks. 

Externally: The job holder has a close working relationship externally with the following departments and/or functions:

Governmental Organizations, Suppliers.

Level of contact with children

• Mid contact: Occasional interaction with children

Physical Environment

The incumbent will spend much of his/her time in office and may be required long term field engagement

Accountabilities and MAIN WORK ACTIVITIES

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 Emergence Project 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;
• 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,
• 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 emergency project 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 the project vehicles;
• Prepare the Emergency Project Office fleet management reporting on monthly basis.
• Carry out a monthly analysis on emergency vehicle usage for decision making;

    Administrative tasks: 

• 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
• Carry out other duties such as translation works, take minutes of team 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
• 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 drivers assigned for the project

• Supervise and manage office attendants

Dealing with Problems:

• The post holder will engage in the overall store and fleet management of the project site. This needs strong knowledge of case management and how to prioritize the same.
• Complexity of problems handled & the degree of investigation, analysis, & creative thinking required solving them
• The position involves a high degree of complexity in resolving a minor range of challenges which typically occur in procurement process i.e., procurement and suppliers management including general office support. The post holder will demonstrate the ability to solve problems, thinking wisely while interacting as needed to address problems in the supply chain.

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)

• Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed in accordance with the appropriate procedures.
• Ensures that all staff in the unit/function/department are properly inducted on and understands their role in upholding Plan International’s safeguarding and GEI policies;
• Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day to day work.
• Ensures that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted 

Job Requirements

Technical expertise, skills and knowledge

Educational Qualification and Experience:

• 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

Knowledge:

• Proficient in computer skills and use of internet and other applications.
• Proficient in computer skills and use of internet and other applications.

Languages required:

• Excellent verbal and written communication skills; both in English & Amharic

How to Apply

The closing date for the application in January 28, 2021. Qualified candidates should submit the application form found with this link http://ethiojobs.net/docs/Plan_Int_Application_Form.docx through www.Ethiojobs.net

This position is only open to Ethiopian Nationals, who must be eligible to live and work in Ethiopia. 

More information about Plan International can be found on http://plan-international.org  

References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all persons meeting the skills and experience required.

As an international child centered community development organization, Plan International is fully committed to promoting the realization of children's rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we as an organization, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk.

Female applicants are highly encouraged to apply.