Mission:

The Supply, Asset and Warehouse Officer's mission is:

• The point person for the regional logistics manager and as such informs him or her of any problems that fall within his or her remit and suggests solutions.
• A key player in the rollout and implementation of HI’s logistics standards.
• To ensure the efficient management of services to HI personnel.
• To ensure the optimal management of equipment and premises. He/she implements the strategy, including the scheduling of repairs and maintenance to ensure that all equipment is in excellent working order.
• To ensure the efficient management of purchases for HI operations in Addis Ababa.
• To ensure the optimal management of warehouse and stocks in Addis Ababa.

Main Internal Interfaces

1. Regional Logistics Manager
2. Support Service Team
3. Logistics team
4. Project Staff

Main External Interfaces

1. Services Providers and Suppliers
2. Other log staff from humanitarian organizations

RESPONSIBILITIES

Manages Purchases:

Aim: To Ensure value for money and fulfill supply objective for efficient success of program deliverable.

Benchmarks: HI Procurement management procedures is strictly applied

Activities:

• Determines procedures to be followed according to the type of request and its commercial value.
• Analyzes the local market for supplies and keep a local suppliers’ database up-to-date corresponding to HI’s needs and criteria (quality, price, service, and ethics).  
• Processes purchases, consults and assesses suppliers according to criteria such as value for money, delivery deadlines, standardization, after-sales service, matching up with requirement, matching up with general purchasing terms.
• Prepares the summary bid analysis chart, according to the quotations received.
• Systematically participates in the selection of the supplier for all purchases of goods or services and propose an update of the supplier database.
• Presents clean document for validation.
• Prepares suppler purchase orders (SPO) and contracts (with the help of the REGIONAL LOGISTICS MANAGER if necessary).
• Informs the applicant and REGIONAL LOGISTICS MANAGER of the evolution of the request and of any potential problems.
• Pays for, checks and retrieves goods handed over by the supplier if delivery is not included in the price.
• Receives the supplier delivery note (SDN) or prepares the reception note (RN).
• Makes sure purchases are done in accordance with HI and donor procurement procedures.
• Makes sure that goods and services provided comply with the request (quality, quantity, price, deadline, origin, etc.) and informs the applicant/requesting person if there is a problem.
• Makes sure that the applicant/requesting person has been delivered after verification (compared to the order form of the quantity and quality), against signature of the Internal delivery note (IDN)
• Keeps all documents linked to the delivery (delivery note or reception form, warranty contract, technical manuals, etc.)
• Receives the invoice, and asks for validation of the payment approval by the regional logistics manager and attaches a copy of the purchase and service request (PSR) for transmission to the cashier.
• Checks the validity and appropriate nature of proof of expenditures (contracts, orders, invoices, delivery notes…) and verify all purchase files to ensure respect of HI and donor procurement procedures before settling advances with the Finance Department.
• Keeps a copy of the invoice in the purchase file.
• Collects invoices from providers/suppliers and transmits them validated with the payment visa to the cashier to justify the down payment within a maximum deadline of 15 days.
• Delivers the goods to the applicant after verification (compared to the order form) of the quantity and quality.
• Prepares and files all necessary documents of the Purchase file and ensures that all purchase files comply with HI and donor procurement procedures.

Manages Stock

Aim: To be able to access, whenever required, the quantity of products needed to conduct project activities

Benchmarks: stock management procedures is strictly applied

Activities:

• Organizes storage areas and conditions according to needs and rules.
• Keeps the store clean and tidy.
• Complies strictly with safety and security procedures in the store.
• Checks storage conditions procedures (temperature, humidity, light, ventilation, cleanliness, insect control, etc.).
• Makes sure that storage rules specific to each type of goods are applied.
• Receives goods; checks reception documents, quantities and the state of goods.
• Makes sure that there is enough consumables (stock cards, cardboard boxes, adhesive tape, etc.) and informs the Regional Logistics Manager if necessary.
• Reports immediately any discrepancies with the inventory (document, quantity & quality) to Regional Logistics Manager.
• Alerts the Regional Logistics Manager when an item reaches the minimum or maximum threshold or is about to expire.
• Puts expired items in quarantine.
• Receives Stock and Release Orders transmitted by regional logistics manager.
• Prepares outgoing goods in compliance with the Stock Release Order and according to defined preparation techniques.
• Update the stock report on weekly basis.
• Ensure the archiving of documents related to stock management.
•  Be proactive in all stock-related issues

Manages Technical Equipment (Asset)

Aim: To provide sufficient means for the smooth-running of the program

Benchmarks: computer equipment and software adapted to the program's needs; data security (back-ups); rate of servicing of computers and equipment in general; existence of equipment management procedures

Activities:

• Identifies and suggests the most suitable equipment to the Regional Logistics Manager.
• Implements equipment management procedure and complying with rules and procedures defined.
• Manages all IT issues and implementing the IT charter.
• Monitor the installation and traceability of equipment (computer, power-supply, communication, etc.) as per norms and guarantee its proper use.
• Designates for each item of equipment, a user and make them responsible for it.
• Codifies the equipment according to standard numbering.
• Works with Program Accounts Unit on reconciling the EMC with fixed assets.
• Checks the equipment functionality and status before handing over to and taking over from users.
• Informs the Regional Logistics Manager of the slightest asset problem.
• Manages servicing and maintenance of equipment.
• Issues all documents needed to monitor equipment (equipment identity card, certificates, etc.)
• Manages the stock of equipment and furniture.
• Ensure the follow up and inventory (quarterly, yearly) of the equipment/furniture used on the projects and on the premises (registration, guarantee, identification, inventory, allocation).
• Produces documents recording the withdrawal of each piece of equipment from stock.
• Updates the equipment monitoring chart in real time and ensuring the quality of the data it contains and carry out physical inventory every 6 months.
• Sends the equipment monitoring chart to the Regional Logistics Manager every month.
• Manages disposal of equipment and furniture with authorities and as per the organization’s rule.
• Trains staff in how to handle equipment and drafts procedures for use and keeps documents such as guidelines, certificates, originals, contracts and user instructions.
• Avails information on equipment management for donor reports when requested

Responsibility: Reporting

• Prepares the monthly Procurement Monitoring Char (PMC), stock and equipment monitoring report for Addis Ababa and submit it to Regional Logistics Manager
• Field visits should be scheduled quarterly and also upon request and/or needs.

 This is to list as exhaustive as possible the duties related to this job. Nevertheless, the employee is expected to be flexible according to program's needs and to accept extra-duties, temporarily or permanently, in respect of working hours and workload.

Job Requirements

Required Qualifications and Skills

• University Degree in Supply Chain Management; Logistics; Economics, Accounting; and related fields.
• Minimum of 5 years of experience in humanitarian organizations
• Good command of English Language
• Mandatory requirement of computer skills (MS WORD; EXCEL; PPT; OUTLOOK)
• Fitness and willingness to travel to field offices of HI
• Driving license is an added value

How to Apply

Interested applicants who meet the above criteria should fill in the attached application form Job application form updated (1).docx  and submit it with a 1 page motivation letter through ethiojobs or email it at recruitment@ethiopia.hi.org on or before the above mentioned deadline.

Please clearly state the position you apply in the subject line of your email otherwise rejected automatically. Only short listed candidates will be contacted for exam/interview no phone calls please.

We’re committed to safeguarding and promoting child protection and expect all staff and volunteers to share this commitment. This position involves working with beneficiaries and is subject to strict safer recruitment checks. The successful candidate will be required to complete a police check and sign self-declaration form to help us verify your suitability to work with children including checks with past employers.

Humanity & Inclusion is an equal opportunity employer and particularly welcomes women and persons with disabilities to apply.