Working as a junior member of a team who are committed to serve the world's most vulnerable with practical and compassionate care, the Logistician Assistant, under the coordination of the Logistician, will support the optimization of procurement activities within the various projects, also collaborating with all the organization's staff both in Addis Ababa and in the regional offices. He/she will also provide support on administrative documentation, compiling documents, generating reports and maintaining records to ensure traceability of logistics activities.

 Under the close coordination of the Logistician 

1.       Logistic Activities: 

·         Assist the lead of the preparation of annual procurement plan in coordination with departments, and country office administration;

·         Support the organization and conducting of market assessment for registration of vendors, develop vendor database and generate report for approval;

·         Assist during the review and confirmation of correctness of Purchase Request (PR) with Procurement Committee (PC) and purchasing requesting department before its approved by the country Administrator and proforma collection;

·         Assist in the development of standard specifications for office equipment, and other materials and services;

·         Collaborate for the collect of pro forma invoices from vendors and after the approval of the Country Administrator and support the preparation of the competitive bid analysis (CBA) in collaboration with procurement committee;

·         Assist during the preparation of the minutes of the procurement committee, and respective signatories in order to submit the final CBA for approval based on delegation of the organization;

·         Support in the preparation of Purchase Order (PO) in the name of winning vendor and get approval from the country Administrator;

·         Communicate service providers for the timely delivery of the services at appropriate places;

·         Assist in order to ensure the delivery of the purchased items to VIS store as per the PO issued and ensure the security of related documents;

·         Support in establish and maintain proper supplier relationship with vendors through creation of awareness once every year;

·         Collaboration in the preparation and maintain purchasing records, vendor agreements, financial documents, reports, and price lists;

·         Comply with and maintain knowledge of applicable rules, legislation, regulations, standards and VIS procurement terms and conditions;

·         Support the preparation/ review of statements of advertisement on newspapers for bid process;

·         Collaborate for the payment preparation and documentation and liaise closely with the finance team concerning payment of purchased and delivered goods and services;

·         Collaborate for the filing of payment certificate, bonds, and agreements, bid documents;

·         Support the recording and updating of inventory;

2.       Administration Support: 

·         Support the on-going operations of the office including collecting of proforma Invoices and to perform all logistics activities;

·         Support the operate office equipment such as scanner, fax machines, copiers, and phone systems;

·         Support the order and dispense supplies. To ensure that all consumables needed are available at any time;

·         Assist the conduction of minor office maintenance;

·         Perform any other duties as may be assigned and requested by the Logistician;

·         Ensure timely availability of vehicle for office need, maintaining the quality and staff vehicle request are well-organized and coordinated

·         Support and ensure the maintenance history of vehicles, follow up its regular updates

·         Provide/facilitate logistical support for staff and regional offices concerning flight bookings and similar;

 NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

Job Requirements

Education/Training, Experience and skills required

§  Bachelor degree from a recognized university /college in procurement or logistic and supplies management   or related field of studies that can bring added value to the job.

§  At least four years’ experience in procurement and supplies management with a minimum of two years in managing procurement within an NGO set ups with strong work experience with AICS, ECHO, OCHA and EU procurement procedure.

§  Proven experience and knowledge of operational logistics and supply chain and procedures, tendering, analysing bids and contract management

§  Initiative and active problem-solving skills

§  Strong ability to pay attention to detail

§  Good organizational and planning skills

§  Good Command of English in word and writing

§  Good reporting skills

§  Fluency in spoken and written English

ONLY candidates who meet all the above requirements will be contacted for written exam and an interview.

How to Apply

Interested applicants who fulfil the criteria are kindly invited to submit their application letter (one page) and updated CV (not more than 3 pages) through THIS LINK