POSITION:                                                   Logistics Officer

REPORTS TO:                                             Senior Logistics & Operations Coordinator (SLOC)  

DUTY STATION:                                         Addis Ababa

MINIMUM HOURS OF WORK:             40 hours per week

JOB SUMMARY 

Under the direct supervision of the Senior Logistics and Operations Coordinator/SLOC, the Logistics Officer will be responsible for managing procurement of supplies and services, inventory of assets (project as well as organizational), management of stock (store/warehouse), selection of venues for events, receipt, storage and distribution of materials, and management of fleets (local, International). S/he is accountable for the compliant processing of all procurement of program supplies, office supplies, training materials, training venues, catering services, among others that are needed by/for project/program team. In collaboration with the central and regional team, s/he will also be responsible to coordinate to achieve the effective distribution of goods/supplies to the specific locations/targets and ensure all distribution/recording documents are maintained. S/he will coordinate with all units for timely and smooth implementation of planned events. Importantly, s/he will be responsible for safekeeping the hard copies and soft copies of procurement documents, asset management forms, fleet management forms, store/warehousing documents, distribution reports, and other pertinent documents.  

DUTIES AND RESPONSIBILITIES

•  Develop logistics plans and processes ensuring compliance with PH policies and procedures.

• Manage logistics or operational activities following standard processes and contributing, directly or indirectly, to the effective delivery of assistance to beneficiaries.

• Facilitate procurement of supplies and services for the various PH activities based on required needs and quality in a timely manner.

• Follow up with suppliers e.g. delivery schedules of goods and other procurement related concerns (it includes coordinating with suppliers for the delivery and transportation of the goods for the event.

• Liaise and negotiate with local vendors regarding information for the purchase of equipment, materials and services; and prepare narrative and technical specification inputs for tenders, specifying required quantities, type and quality.

• Update inventory lists periodically including carrying out annual inventory of PH properties.

• Keep and monitor store/warehouse records of all goods that are received and dispatched, identify what goods/equipment needs to be replenished, purchased and/or dispersed.  Include receiving and dispatching goods and verifying movements of stock.

• Responsible for keeping track of all supplies received and dispatched through the Warehouse Tracker and for keeping documentation for these movements intact, including acknowledgement from beneficiaries for distributed goods/kits. Checking purchase orders against stock levels (responsible for tracking, receiving, and stocking all items ordered.

• Create and maintain procurement tracker for all procurements, maintain a file or record of suppliers through the Supplier Database.

• Issue assets to staff and tracks assets assigned to staff through the Asset Register.

• Under the supervision of the SLOC, s/he will closely work with drivers - both PH drivers and rented vehicle drivers, oversee fleet concerns that include daily movement of program/support staff, mobilization of supplies for distribution and for trainings/workshops, submission of the monthly fleet analysis. 

• Assist and accommodate the implementation team in all of the administrative and logistics support needed. 

•  Develop logistics related correspondences.

• Performs other duties and responsibilities delegated by the OC or other Senior Leadership Team/SLT.   

Job Requirements

•  First level university degree (Bachelor’s or equivalent) or above in Business Administration, Logistics & Supply Chain Management, Public Administration, Procurement or related field.

• A minimum of 5 (five) years of proven and full-time experience in logistics, warehouse and commodity management related area in I/NGOs.

• Proficiency in Microsoft Office (Excel, PowerPoint, and Word) and experience in inventory software management is also required.

• Good knowledge of logistics or supply chain management tasks and experience in handling logistics and procurement.

• Good knowledge of local laws and regulations.

• High flexibility and strong sense of urgency and work ethics (ability to deliver work on time and to agreed standards, even under pressure).

• Experience in customs clearance procedures (experience in dealing with shipments and clearing imports/exports with customs officials).

• Experience of working in an intercultural environment, with respect of diversity.

• Used to work on a multitude of activities at the same time and with limited supervision

• Punctuality, commitment to quality, attention to detail, willingness to work flexible working hours and still deal helpfully and courteously with all contacts.

• Experience coordinating procurement and transportation processes with other units/ teams.

• Must have a driving license.

• Effective communication skills, both in written and verbal forms in order to establish effective relationships with a wide range of vendors.

CORE COMPETENCIES:

Problem solving, client orientation, behavioral flexibility, initiative, attention to detail, good communication skills, teamwork, organizational and mission awareness, good interpersonal relations.

How to Apply

Interested applicants can send their CV and cover letter through THIS LINK ONLY on or before March 21, 2024, by 5:00 PM.

 Qualified female applicants are highly encouraged to apply.

Due to the large number of inquiries, we receive, only candidates who have met the required experience & qualifications for this position will be considered. No phone calls please.
However, since we are active around the world in the field of public health, we may wish to retain your CV in our database for other/future opportunities, unless you direct us otherwise.