Logistics Officer - is responsible for implementation of all Logistics and effective delivery of Logistics services and administration in support of PIN Ethiopia’s emergency programs. S/he applies Logistics policies, rules and regulations, maintains transparent logistics processes and ensures correct implementation and administration of the logistics documentation. S/he conducts field visits in order to provide support with logistic processes implementation. Due to the fast pace of emergency programs, this position requires someone highly motivated with an ability to work quickly and multitask.  

This position is directly supervised by the Logistics Unit Coordinator and working closely with the Head of Emergencies and other senior emergency program staff.  

Logistics Officer – Duties and Responsibilities

• Prepare monthly float request for logistic related costs for Hawassa office

• Ensure the refilling of fuel for all Vehicles on every Friday or based on the need; fuel for generator and avail proper log sheet

• Monitor the fleet expenditure; report the log data base and share it to logistic manager

• Ensure the functionality of weekly fleet management plan in collaboration with the Fleet Officer

• In collaboration with Fleet Officer, prepare a car services plan; keep/register all vehicle spare parts include vehicle tires and the store properly  

• Strengthen proper log book management, services record etc

• Ensure all drivers signed Liability of Assets for the vehicles, driver acknowledgement and archive in their personal file

• Supervise Hawassa Drivers, cleaner, cook and guards

• Coordinate with Fleet officer on renewal and claims concerning all kinds of a local insurance and vehicle annual technical inspection

• Supervise and monitoring the rental car movement, refill fuels, monitor log sheet

• Responsible for monitoring and facilitating water tracking as per guideline 

Procurement

• In collaboration with procurement team, ensure materials are procured and delivered on time

• As per PIN procurement manual, project procure materials with the value not more than 5000 birr at Hawassa town and avail on time

• Up on the approval of procurement manager, procure (collect proforma, open with the committee and prepare evaluation) materials more than 5000 birr at Hawassa town as per PIN procurement manual

• Procure all the necessary office related materials as per PIN procurement manual and avail on time

• Prepare Good Receiving Note (GRN) and Store Issue Voucher (SIV) whenever procurement occur.

Security

• Follow Vehicles movement in Hawassa or out of the location and update to the logistic coordinator

• Responsible for in the management including refilling of fire extinguish and first aid kits for the office, vehicles and guesthouses in Hawassa.

• Update and avail security stickers and contact address for each offices and vehicles

• Contribute area related information for revising of security related guidelines (Medical plan, SOP, RAM) for the country program and actively participate the adherence to security guidelines

• Monitor and proper use of communication channels including GPS and Thuraya 

• Active gathering of all relevant information, follow-up on security issues, trends and risks in the country in general and in the project locations especially

Offices Management

• Maintenance-overall maintenance, repairs, cleanness and improvement of offices

• Coordinate with Logistics Coordinator in management of Hawassa office lease agreements, facilitate termination and handover

• Security and cleanliness- supervision of guards and cleaners and their duties

• Avail on time the necessary office stationary supplies

• Back-up power supply-supervision of generator and its operation including management of log sheet

• Organization and /or supervision of any office related services (internet connection, phone, electricity, water, fuel, office equipment (printer, photo copy machines, mobiles Thuraya etc.)

• Ensure all facilities in the office are available (like tea/coffee, water, stationery materials, cleanness, internet etc)

• Control attendance sheet and annual leave of staffs 

• Facilitate hotel booking, receiving phone calls, external/internal letters and address it to the concerned body

• Support program and other department in any of logistics and operations related need, in Coordination with the Logistics Coordinator

Store/Inventory Management

• Ensure items are stored in the storage rooms as per PIN warehouse policies & stock guideline.

• Ensure all proper inventory documentation is in place. Make sure the storage rooms are secure at all time.

• Issue supplies to appropriate staff when requested/authorized.

• Keep up-to-date records of stock transactions posted on a store rooms’ bin cards consistently.

• Undertake the periodic physical count of stock and fixed assets in storehouses, and ensuring materials and supplies are available when needed.

• Prepare store rooms inventory report monthly.

• Maintain and manage inventory lists

• Undertake the classification and coding of stock based on PIN coding system

• Handing over supplies and fixed assets to users

• Prepare waybill with necessary information for all items dispatched from Hawassa office.

• Shipping & Postage to deliver materials, supplies and document as required

• Keeping, updating and reporting the record for the movement of supplies.

• Ensure proper documentation for waybill, good receiving notes, equipment issuance from, delivery report, store release, and other movement of PIN stocks as per PIN protocols.

• Prepare office equipment inventory every month.

Asset management

•  Supervise Hawassa area warehouses

• Conduct regular inventory in Hawassa office

•  Comply with PIN’s and Charites and Sociality Agency asset management and discard procedure

Human Resource

• Arrange monthly attendance for Hawassa based staffs, and make sure it is signed, approved and submitted to HR department accordingly

• Collect Annual leave balance of Hawassa area staffs and submit to HR department on time

Emergency Programs  

• Due to the quickly changing nature of emergency programs, the Emergency ELO must be prepared to support in the fast start-up, scale-up, transition, or shut down of emergency programs related to Logistics.  

•  This will include the need for rapid Logistics process of emergency programs and the ability to respond quickly to all changes.   

• Close coordination with the other Logistics and other department team members for surge support will be required. 

 ACCOUNCOUNTABILITY AND SAFEGUARDING including Prevention of Sexual Exploitation, Abuse and Harassment (SEAH)

• Carry out the duties in accordance with the PIN Code of Conduct and Key policies.

• Participate in training and awareness raising (CoC and KP, Safeguarding…).

• Implement Safeguarding measures throughout the project cycle including a risk analysis related to SEAH and Child protection for each project and develop a mitigation plan accordingly.

• Ensure that his/her team members attend training and awareness sessions and carry out the duties in accordance with PIN Code of Conduct and Key policies. 

• Ensure that due diligence and/or capacity assessments of partners include an assessment of partners’ implementation of key safeguarding and risk policies/ procedure including the prevention of SEAH.  

• Create and maintain a fulfilling and protective environment. 

Other: other assignments corresponding to actual needs of the project, program or mission up on the request of line manager/CMT member 

General obligations and responsibilities

The Employee is obligated not to purvey any information concerning any of PIN activities to outsiders (including former PIN employees, who may no more be informed about current process in PIN).

PIN is a relief and development organization whose aim is to help and assist needy people. The Employee’s position within the institution requires contacts with outside; he or she therefore conveys a certain image of the PIN. PIN expects its Employees to behave in appropriate manners at all times and in all places. All members of staff should ensure their attitudes correspond to PIN principles, both during and after working hours.

The Employee takes over the responsibility for all entrusted material or cash. The Employee is obligated to cover all damages or losses caused by his carelessness. The Agreement of Liability of Assets has been signed separately.

Benefit

• Standard work schedule of 40 hours per week from Monday to Friday

• Per diems for working and Accommodation outside of the duty office depending on the location

• Transport Allowance

• Emergency allowance for the emergency program staff

• Bank loan facilities

• 20 days of paid annual and after 5 years of work an extra paid day for every year

• Extra days of paid leaves for selected holidays

• Medical insurance, including spouse and children

• Accident insurance for all injuries during work time based on the law

• Pension contribution of 11 % from PIN

• Paternity leave of extra 2 paid days above the mandatory 3 days

•  Maternity leave according to the law and extra financial motherhood support

• Monthly mobile phone hybrid tariff

• PIN supports fast career growth and internal mobility

• International environment with opportunities to learn from other PIN’s country  programs

• Extensive Capacity Building program, both internal and external trainings,       including the Induction training

• Internal online learning opportunities, such as access to PIN’s e-learning platform and webinars

• Annual staff retreat

• Friendly and fair work environment with small collective where everyone knows  each other

Job Requirements

•  BSC Degree or Diploma in logistic, procurement, bussiness management,   driving services and other related and relevant fields of studies

• For Diploma minimum 4 years’ experience and for BSC degree minimum 2 years work experience   in a development project context/sector

• NGO experience is advantageous

• Good networking, representation and coordination and negotiation skills with stakeholders, government and other agencies.

• Planning, coordination and report writing skills

• Good communication and capacity to work under stress

• Good command of MS Package (Word, Excel, Power Point and Outlook)

• Knowledge of spoken & written Amharic, English 

• 3 strong references (will be crosschecked/contacted.

How to Apply

• Interested applicants for the position should send their CV and Cover letter as soon as possible via the following link:  Apply to Logistic Officer Position until July 11/2023

• Should any information needed please contact using: hr.ethiopia@peopleinneed.cz 

• People in Need is committed to preventing any type of unwanted behavior at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct and committed to promoting the welfare of children and adults with whom People in Need engages /is in contact with. People in Need expects all staff to perform job duties and responsibilities in accordance with People in Need code of conduct and key policies (available at: https://www.peopleinneed.net/key-policies-4142gp People in Need Staff will undertake the appropriate level of training.

• All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.

• We are committed to ensuring diversity and gender equality within our organization and encourage applicants from diverse backgrounds to apply.

• Please note: PIN does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees). 

• Women are strongly encouraged to apply.