Job Summary

Finnish Refugee Council (FRC) / Suomen Pakolaisapu (Website) is an International non-governmental organization with Head Office in Helsinki; FRC advocates for the rights of refugees, displaced populations and migrants, and supports their new beginning. By reinforcing equality and creating opportunities for everyone to lead a good life, FRC promotes the establishment of stable and peaceful societies.

Education forms the foundation of an equal society, and FRC´s activities place emphasis on capacity building for the most vulnerable members of societies as well as for community-based organizations, thus strengthening basic democratic structures.

FRC has been registered and accorded legal personality with Registry Number 4184 on 11^th of June 2019 as a Foreign Organization.

FRC is looking to recruit a dynamic multitasking person for the position of Procurement and Logistic Assistant for its Gambella Field Office

General Responsibilities

The Procurement and Logistic Assistant is responsible for ensuring the overall supply chain activities, fleet management, warehouse management, and Office Management in the Gambella Field Office.

Specific tasks and responsibilities

• 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 destination.
• Ensure the delivery of materials or services to the destination before making any payment.
• Prepare comparative analysis for quotations, prepare comparative bid analysis for tender bids, takes minutes and reports outcome for the Tender Committee
• Ensure transparency of procurement process, purchasing and delivery of goods and services within prior agreed lead times and ensures that all purchases are properly documented
• Collect 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;
• Receive/collect invoices, arranges cash/cheques or payment transfer through the bank and check the withholding, VAT and other taxes are properly calculated.
• Undertake timely collection of Performa invoices (quotes) as per the approved purchase requisition for goods and services
• Collect timely and relevant information about suppliers and market conditions and reporting supplier details, product lists and price lists to the Field Office Coordinator.
• Maintain up-to-date Suppliers List and submits the list regularly for revision and endorsement to the field office coordinator and all concerned at the Country Office.
• Maintain a vehicle scheduling for the field office and advise about the vehicle allocation.
• Carry out monthly analysis on emergency vehicle usage for decision making; prepare comprehensive reports and communicate in a timely manner to immediate supervisor
• Ensure the annual vehicle inspections of sub-office vehicles are timely done
• Check and sign weekly/monthly logbook, trip, and fuel records, monitor utilization, maintenance and fuel consumption for all the vehicles in the field office.
• Submit the monthly vehicle log sheet to the country office.
• Facilitate and coordinate with country office for the payment of the rental vehicles in the field
• Facilitate the use of utilities, internet, and their bill settlements.
• Check the facilities in the office and guesthouse. Facilitate the repair and maintenance of furniture, equipment repairs and other utensils.
• Arrange office equipment and furniture required for office/guest house
• Arrange travels, flights, reservations and hotel arrangements for staffs and guests coming to the field office.
• Support facilitation of meetings, workshops and trainings. Follow up, check & endorse attendance of participants.
• Update the filing system and manage filing the field office documents for both hard and electronic copies.
• Keep documentation of all government and partners agreements, reports to the field office both in soft and hard copy maintained

Duration: One Year with possible extension subject to available funding.  

Salary: Depending on the candidate´s qualifications. Please indicate your salary expectation in your cover letter.

Report to: Field Office Coordinator/FAL Team Leader

Job Requirements

Education

• BA in Supply Chain, Logistics or Business Administration

Experience

• 4 (four) years of relevant experience
• NGO experience
• familiarity with and previous experience in the refugee context in Ethiopia

Skills, Attitudes, and Attributes

• Good skills in use Computers (word, excel, PowerPoint, outlook, etc.)
• Keen aptitude in system development
• Knowledge of government rules, regulations, and procedures
• Good communications

 Interpersonal relationship

• Proactive

Language

• Fluency in English
• Knowing the local language will be an asset 

How to Apply

Applications (CV and cover letter only) shall be sent by mail to recruitment.ethiopia@refugeecouncil.fi by 19^th of March, 2021. Please refer in the subject of your email to the following code: FRC/PLA/3/21.