Job Description

About Samaritan's Purse

Samaritan’s Purse is a nondenominational evangelical Christian organization providing spiritual and physical aid to hurting people around the world. Since 1970, Samaritan’s Purse has helped meet needs of people who are victims of war, poverty, natural disasters, disease, and famine. Samaritan’s Purse is privileged to be part of the humanitarian effort in Ethiopia and legally registered as foreign charity to work in Ethiopia since October 08, 2018.

Open Position: 1

Duration of Contract:  August  31, 2024

JOB SUMMARY

Working under the direct supervision of area coordinator with support from Senior Operations Manager Addis office, the Logistics Coordinator is responsible for, and accountable for, the delivery of all logistics and supply chain related activities in accordance with Samaritan’s Purse internal procedures. Fundamental to this role is the ability to manage fleet, warehouse Fixed Asset and movement of goods and materials from one place to the other and also able to motivate your logistics team and engage with the mission of Samaritan’s Purse. Therefore, you are required to have the skills to communicate clearly verbally and in writing, plan for and deliver quality and produce accurate and timely written reports for all concerned individuals or stakeholders.

KEY RESPONSIBILITIES

·       Provide the technical oversight, input and supervision to coordinate the staff support to, delivery of, and implementation of, all logistics support systems according to SP Logistics policies and procedures.

•       Actively engage with freight forwarding agencies, freight handling/clearance agents, and local Customs, to ensure that cargo is managed at all points of the supply chain, and that all tracking and reporting deadlines are met.

•       Proactively coordinate and direct the management and tracking of all medical supplies, equipment, materiel and food in transit, through its receipt, storage, and onward distribution to include the locating and negotiating contracting for storage/warehousing that is secure, well-maintained, and meets health and safe working practice requirements.

•       Capture pipeline information, and coordinate the management of the supply chain ensuring that Program staff are well-informed and well-prepared for incoming goods and materiel. Ensure timely reporting on stock status, to help Program staff with planning of stock replenishment and that tracking through to end-user has occurred. And/or advise and support Program staff to verify that distribution has occurred according to the intentions and plans of the donors, SP, and project partners

•       Supervise and coordinate all matters logistics relating to transport and fuel management, to ensure that vehicles are insured, asset managed correctly, being driven safely, maintained appropriately, damages are reported, and ensure that vehicles internal equipment (tools, comms etc.) are complete and serviceable; and that usage of fuel is correctly supervised, and logged and recorded. Liaise with security personnel on security-related transport issues, such as booking in/out, sitcoms, radios etc.

•       Maintain accurate filing systems, with documented and supported records of action for audit purposes, and submit weekly and monthly logistics reports to the in-country management team, and SP’s global logistics pursuant with SP policies and procedures.

Compliance 

•       Ensure compliance with SP Policies and procedures, donor regulations and local laws.

•       Ensure that vendor eligibility screening is carried out in a timely fashion, updated regularly, and, recorded appropriately

•       Manage all staff within your department with integrity and foresight, and in accordance with HR procedures and policies to ensure that they maintain the highest standards of accountability and professionalism.

•       If security situation allows, make frequent site visits to where staff supervised by you are working, to ensure that the appropriate care and support is being offered. Ensure that staff under your supervision are evaluated regularly, trained and/or mentored in a structured accountable manner, and written records of such are retained.

•       “Other duties as assigned. The duties and responsibilities listed are representative of the nature and level of work assigned and are not necessarily all inclusive.”

SPECIFIC DUTIES AND RESPONSIBILITY EXPECTED FROM THE ROLE

The Logistics Coordinator is directly responsible to Support and Mentor SP staff that are under their supervision. They are to oversee and assist in the data gathering and completion of Daily, Weekly and Monthly Activities, Reports and Documents to provide an accurate and efficient working environment that ensures that Samaritan’s Purse goals are accomplished.

FLEET

·       Manage all Samaritan’s Purse vehicles and rental vehicles. Utilizing trackers while gathering required documents to keep staff accountable for vehicle use. Documents include log sheets, fuel receipts, repair and scheduled maintenance invoices.

·       Responsible that documentation is kept in a secure and accessible place at all times. Additional documents might include Incident reports, Insurance and required Government documentation for vehicles.

·       Responsible to monitor the repair and service work completed on all Samaritan’s Purse vehicles making sure the documentation is entered into the fleet tracker

·       Proof all Incident reports for vehicle damage and accidents, which should be completed no matter how small the damage or accident.

·       Evaluate processes, procedures and documents used by the fleet team on a monthly basis giving guidance on ways to improve accuracy and efficiency in daily work activities.

·       Coordinate a weekly meeting with your staff to provide a time for everyone to communicate observations, issues, and recommendations.

·       Responsible to make sure there is an emergency fuel plan for all vehicles.

·       Prepare a plan for vehicle movement, providing guidance on best practices to meet the vehicle needs of the staff on a daily basis.

·       Develop a relationship with rental companies including having a contract or agreement to provide vehicles for future needs

·       Responsible for the updating of government required vehicle documentation and insurance on all vehicles.

WAREHOUSE

·       Responsible for maintaining a clean warehouse on a daily basis which includes sweeping, removing trash or non-inventory items out of the warehouse every day. Keeping the warehouse organized by keeping all product on pallets or racks and in an organized manner so inventory and product verification is possible at all times.

·       No food or nonfood items are to be on the floor of the warehouse at any time.

·       Must have a program manager or their delegate present to receive any product into the warehouse.

·       Directly oversee and verify all product coming into the warehouses (all product received by Samaritan’s Purse and Non-Samaritan’s Purse trucks/planes/helicopters) and product leaving the warehouses.

·       Record the receiving, dispatching and warehouse movement on paper documents and computer programs (Trackers) for accurate inventory and product verification on a daily basis and available at any time.

·       Prepare for and conduct a Physical Inventory on the last day of each month. If the last day of the month falls

on a Saturday or Sunday, the inventory will be conducted on the following Monday.

ASSETS

·       Responsible for all assets at the field site that are over 250USD for Fixed asset registration but below 250USD required for government reporting and tracking.

·       Develop a list and procedure to maintain oversight on where each asset is located.

·       Manage the disposal of assets documenting the action at the time there moved.

·       Required to perform Bi-Annual Inventories of all assets (Working with the Procurement Department)

HUMAN RESOURCES

·        Schedule monthly training for your staff to improve skill and knowledge

·       Must be willing to encourage, train and meet with their staff on a regular basis. You must also be willing to discipline your staff.

·       Assist in completing a yearly evaluation of staff members under your leadership in consultations with the Sr. Operations Manager

·       Required to setup a vacation schedule for Drivers and other staff that report to you.

EXPECTED DELIVERABLES:

·       Timely recording of New Assets to serenic, update any changes in relation to asset location and holder and asset disposal

·       Updated vehicle tracker and fuel and usage report

·       Properly maintained warehouse and updated warehouse tracker for all the inventory

·       Ensure Properly utilization the warehouse formats, GRN, SRIV and Stock cards and Bin cards

·       Properly recorded movement waybill, by date and PR and physical files of those copies

·       Regularly recorded vehicle maintenance, service, insurance and annual inspection

Job Requirements

QUALIFICATIONS AND EXPREINCE

·       BA degree in related field and more than five years’ experience in logistics, fleet and warehouse.  “To perform this job successfully, an individual must be able to perform each essential function.” Proven record of experience of the management of logistics at a coordination level.

·       Evidence of 5 to 6 field deployments; or equivalent combination of education and experience.

·       Evidence of practical experience in logistics management within the field of supply chain management (procurement, tendering, contracting, clearance, transport, warehousing, etc.) fleet management and asset management, distribution support. Experience with donor specific procedures.

LANGUAGE 

·       Amharic and English (spoken and written required)

·       Somali regional languages strongly desired

SKILLS AND REQUIREMENTS:

To perform this job successfully, an individual must be willing to abide by Samaritan’s Purse’s code of conduct and understand the principals of Samaritan’s Purse’s Statement of Faith, as well as be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·       It is desirable that experience is supported by study by academic study, such as completion of the Certification in Humanitarian Logistics.

·        Prior experience of logistics software solutions (desired).

·       Experience of the management of budgets and the ability to prepare timely, complete and accurate reports.

·       Evidence of the ability to plan for, and conduct training in all areas of logistics for national and international staff (suitable to staff knowledge level).

·       The commitment and demonstrated skills to build national staff capacity in the areas of logistics management, supervision and monitoring Strong organizational and problem-solving skills with analytic approach • Strong interpersonal, management and leadership skills

·       Ability to work in participatory manner with staff to assess needs, implement and monitor activities

·       Ability to integrate and work well within multiethnic and multicultural teams • Ability to work in harsh conditions, often in remote areas.  Strong negotiation, interpersonal and organization skills

·       Valid driving license

·       Proficiency with MS Word and Excel (minimum requirement). Language Skills:

·       Ability to read, write, analyze and interpret, technical and non-technical in the English language • Ability to effectively present information and respond appropriately to questions. • Ability to speak other language a plus

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral diagram, or schedule form.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit.  The employee frequently is required to stand; walk and run; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear.  The employee must occasionally lift and/or move up to 100 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·       The noise level in the work environment is usually moderate but can be exposed to loud noises around the maintenance and construction workshops.

·       May travel in country with exposure to communicable diseases, hot and humid weather conditions.

·       Work in a security context that is fluid

SAFEGUARDING COMMITMENT

The employee is required to carry out his/her duties in accordance with Samaritan’s Purse Safeguarding policy and Code of conduct.

Employee should remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills, which will enable him/her to promote strong safeguarding practices, understand the child and adult safeguarding policy 

How to Apply

Submit your CV/Resume (maximum of 2 pages) and application letter (one Page only) via email: hrspe@samaritan.org

NOTE: Please write the position title you are applying for in the email subject line, " WFP Logistics Coordinator-Somali ”