I. Job Summary

The purpose of the admin and logistics officer position is to provide administrative support to ensure humanitarian projects receive appropriate and timely support from relevant support units inclusive of procurement, HR, administration and logistical program support functions. S/he will monitor support requests and work with support units to address delays or challenges encountered in the provision of timely and quality support services.  The post holder will also play a key coordination role between and amongst support units and provide technical managers with critical information related to project performance against projected timelines.

II. Responsibilities

 Responsibility #1:  Monitor Procurement Support Requirements (30%)

• Together with Sector advisors, prepare procurement plan for each project and follow up and make sure procurements are happening timely as per the plan

• Assist sector advisors and all requestors with additional price related information for procurement planning

• Review procurement plans regularly to ensure requisitions are being raised on a timely manner

• Raise humanitarian purchase requests and timely communicate to procurement unit

• Coordinate all the follow up activities once PO is awarded by procurement team to selected vendors, arrange transportation and track shipments to ensure they arrive on time and the shipment and delivery process adhere to the organization regulations and procedures

Responsibility #2:  Monitor Logistics and Human Resource Requirements (30%)

• Engage in proposal development to assist technical advisors in developing logistics along with support plans, budget requirements for emergency supplies

• Maintain dashboard for rental vehicles and track PR and POs and make sure vendor payments are effected regularly within the project lifespan 

• Ensure logistics requirements in emergency operations take gender-specific needs into consideration

• Maintain personnel dash board to track and follow up on the progress of HR requests of each emergency project

Responsibility #3: Coordination between and amongst key units (30%)

• Manage payment of invoices for air ticket purchases closely working with Program Admin Assistants and the BSM department.

• Copy necessary documentation before forwarding original documents to support units.

• Using information provided in the HO procurement status report and field office information, compile POs and pending commitments for the pipeline analysis of humanitarian projects.

• Closely work with program, grants and procurement and involve in pipeline analysis of humanitarian projects focusing on online and offline PRs, POs and other commitments

• Initiate discussion with program, grants, HR and procurement teams when concerning issues are identified in the tracking exercise

• Closely work with procurement and finance to check vendor contracts and payment times are linked to project timeline and make sure vendors are paid timely for the services they rendered to emergency projects

Responsibility #4: Other (10%)

• Provide roaming service and on-site support to field office teams on administration, logistics and procurement mainly in newly set up offices/responses

• The post holder will need to work closely with the senior planning and technical manager and the senior program and operations manager

• Perform other duties assigned 

Job Requirements

III. Qualification

Required: 

• BSc in Supply Chain Management, Procurement, Logistics.

• 3 years of relevant experience with the first degree.

• 2 years of relevant experience plus post graduate degree.    

• 3-5 Years in related role.   

• good written and verbal Amharic and English language skills

• Good computer proficiency (i.e. Ms. Word, excel,)

• Team player, flexible and ability to work under multi-cultural working setting

• Quick learning ability, communication and strong interpersonal skills

• Ability to meet deadlines

• Ability to work in a stressful situation, can multi task, good writing skill, team player and problem solver

• Understanding of the importance of gender, youth and social inclusion

• Demonstrated commitment to principles of gender, equity, diversity, inclusion and PSHEA (safeguarding) through previous positions or programming experience

Desired:

• Humanitarian experience, project management skills and accounting background

How to Apply

If you are interested to be part of our dynamic team, exciting work environment and contribute to CARE Ethiopia’s mission and vision, please send your CV (not more than 3 pages) and cover letter (not more than one page) through CLICK HERE

Only short-listed candidates will be contacted.

Passionate and dedicated candidates who meet the requirement are strongly encouraged to apply, especially women!

CARE seeks to improve the lives of the most marginalized, particularly women and girls. Our diversity is our strength. We encourage people from all backgrounds and experiences to apply.

CARE Ethiopia is committed to preventing all unwanted behavior at work. This includes sexual harassment, exploitation and abuse, and child abuse. We expect everyone who works for us to share this commitment by understanding and working within the CARE Safeguarding Policy and related framework. CARE Ethiopia has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or child by any of our staff, representatives, or partners.

CARE Ethiopia reserves the right to seek information from job applicants’ current and/or previous employers about incidents of sexual exploitation, sexual abuse and/or sexual harassment the applicant may have been found guilty to have committed or about which an investigation was in the process of being carried out at the time of the termination of the applicant’s employment with that employer.

By submitting the application, the job applicant confirms that s/he has no objection to CARE Ethiopia requesting the information specified above. All offers of employment will be subject to satisfactory references and appropriate screening checks