The Logistics and Administration Officer has end responsibility for:

Procurement Role;

•  Responsible to implement all procurement process in accordance of PIE procurement SOP
• Responsible for the follow up and compilation of the field office procurement plan from each budget holders timely
• Responsible to procced purchase of goods & service as per approved purchase requisition
• 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 Program Area office.
• Collection of information about suppliers and market conditions and reporting supplier details, product lists and price lists to the Project coordinator 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 procurement status report and communicate to all requesters
• Closely work with the Procurement Committee of the field Office to ensure value for money of procurements.
• Support in different procurement specific country wide initiatives as advised by the PA Logistics Coordinator

Fleet management role:

• Responsible to manage all field office rental vehicles in accordance of PIE fleet management policy
• Responsible to assign rental vehicles to the requestor based on scheduled planned and priority of field office operation
• Responsible to check and sign each vehicles log-sheet every week
• Responsible to follow fuel consumption of each rental vehicles and report to PA if any abnormal fuel consumption observed
• Responsible to submit rental vehicles fleet report with detail summery of fuel consumption and original log-sheet monthly base to OPA
• Support PA Logistics Coordinator in country wide Fleet initiatives

Asset management tasks

• Responsible to prepares inventory lists for items at field-office level
• Timely update fixed asset registration according to the organization asset management policy
• Follow up recording and tagging fixed asset timely
• Responsible to undertake periodic inventory for fixed asset and other consumables item in the store
• Ensure that storage areas, facilities and equipment meet the minimum requirements and standards.
• Responsible to supervise all store transactions are carried out in compliance with the store and fixed assets guidelines.
• Responsible to follow regular store documents, and properly documented completed pads of any GRN and Issue vouchers.
• Responsible to keep all documentation & recording related to items dispatched to the project and distribute to govt. & beneficiaries 

Office Administration

• Process purchase of office supplies on quarterly bases
• Responsible to process staff mobile card purchase requests and distributions Monitor office security generator and other office utilities
• Deal with the building owners and facilitate office rent agreements and payments in cooperation with PA and CO Logistic department
• Follow the payment of office utility bills such as telephone. Broad band internet, electric and others on monthly bases.
• Follow collecting clearance from ethio-telcom up on closing the field office

Supervisory role;

• Logistic and administration Officer is responsible to supervise rental vehicle drivers, Security Guards and office Attendants

Accountabilities

The Logistics and Administration Officer is held accountable for the following specific deliverables:

• Logistic and Administration Officer is responsible to supervise rental vehicle drivers, Security Guards and office Attendants
• 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 field office.
• Collection of information about suppliers and market conditions and reporting supplier details, product lists and price lists to the project coordinator 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 procurement and supply chain management; fleet management; property and fixed assets management, inventory management, and risk and security management of the Field office,
• Checking and authorizing weekly rental vehicle plan and submitting monthly reports of all vehicles to PA Logistics coordinator
• 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 based on 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;
• Settles all payments and/or cash advances with legal VAT receipts daily.
• Maintains an up-to-date Suppliers List and submits the list regularly for revision and endorsement to the Project coordinator and Logistics Coordinator, Program Area Manager depending on the recommendation of Tendering Committee.
• Approves and signs weekly/monthly logbook, trip, and fuel records, monitors utilization, maintenance and fuel consumption for all vehicles in Sub-Office;
• Prepare the field office fleet management reporting on monthly basis.
• Carry out a monthly analysis on o rental vehicles usage for decision making
• Ensures all rental vehicles annual inspections and insurance policy timely renewed

Other tasks

• Performs additional duties as per the request of the project coordinator.
• Dealing with Problems:
• 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 supplier’s 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.
• Communications and Working Relationships:
• Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact
• To maximize service delivery by the department, the post holder will be required to maintain a range of good working relationships within the organizations’ networks.
• Knowledge, Skills, Behaviors, and Experience Required to Achieve Role’s Objectives:
• Gained through education, training, & experience

Job Requirements

Knowledge, Skills, Behaviors, Communication and Experience

• Bachelor’s 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.

Skills Specific to the Post

• Strong negotiating skills.
• Good interpersonal skills.
• Proficient in computer skills and use of internet and other applications.
• Able to work with minimum supervision.
• Excellent verbal and written communication skills; both in English & Amharic
• Physical Environment and Demands:
• May be “typical office environment”; note if heavy lifting, climbing, excess travel, etc
• Typically, office environment with field visit demands.

How to Apply

The closing date for the application in April 27.2021. Qualified candidates should submit the application form found with this link 

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 here

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.