Country Office: Ethiopia

Work Base: Mota, East Gojjam Zone, Amhara Region

Availability: As Soon As Possible

Contract Duration: 6 months with possibility of extension

Female Candidates are Highly Encouraged to Apply

Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency. 

PUI works in 10 areas of intervention and distinguishes itself by the implementation of an integrated approach in its response. This method aims to identify and understand the needs of all those affected by a crisis. Our teams come together to bring a rapid global response to the basic needs of populations affected by humanitarian crises to help them regain independence and dignity. 

PUI in Ethiopia:

Following the north Ethiopia conflict which erupted in 2020 and the reports of recurrent drought which is affecting the life and livelihood of millions in different regions of Ethiopia, PUI decided to contribute its part to address the humanitarian needs triggered by both manmade and natural disasters. PUI has been registered with FDRE Authority for Civil Society Organization (ACSO) since June 22, 2022, to enable the organization to operate legally in the country.

Since then, PUI has been providing humanitarian assistance in Afar and Benishangul Gumuz Regional States addressing the needs of population affected by both manmade and natural disasters. The organization has been exploring the potential gaps in terms of humanitarian assistance in the regions where it is currently intervening and other regions. 

The current projects in Afar and Benishangul Gumuz regions are mainly focusing on creating better access to health and nutrition services for conflict and drought affected population. PUI is working in collaboration with local health authorities in providing support to revitalize the conflict affected health systems in those regions. In Metekel zone of BGRS, PUI is implementing humanitarian assistance in Debatie, Bullen, and Dangur woredas while in Afar, PUI is supporting nutrition services in Abala town, Abala rural woreda, Berhale, and Dallol woredas of Afar region in Kilbati Rasu zone.

PUI is expanding its interventions to Amhara region where the ongoing conflict has affected provision of health services. Accordingly, the organization is opening a new project in East Gojjam zone of the region to respond to such needs. For this response, PUI is hiring technical team to be based in Motta, Esat Gojjam zone to undertake the intervention.

Overall Objective:

The Logistics Officer is responsible for making sure all procurement procedures are followed closely; from purchase requests, quotations, selection committees, placing orders, managing suppliers and arranging payments and logistics activities. The Procurement also have to support the coordination office and ensures supply chain, and several purchasing are working efficiently to support country programmes and field bases. S/he is under the direct supervision from Field Coordinator. 

Tasks and Responsibilities 

Procurement and Supply Chain 

• Work directly with local vendors and service providers to obtain quotations and/or initiate procurements of requested commodities and services in full compliance with all Donors and PUI policies and procedures. 

• Ensure that all procurement staff utilize and maintain the integrity of the project’s procurement and inventory tracking systems, database and other systems and procedures as required, in coordination with other staff. Provide procurement status reports and inventory summaries as requested by project staff 

• If needed, travel to field locations to supervise and support procurement functions, inspect, confirm delivery, and facilitate disposition of equipment at grantee sites. 

• Monitor contracts and purchase orders issued to vendors and follow up as necessary to ensure compliance to terms and conditions. 

• Maintain procurement files securely and up to date, ensuring that appropriate documentation is included in each procurement file. 

• Ensure smooth and efficient functioning of supply chain and priorities understood and communicated 

• Ensure procurement plans are in place and followed by relevant persons 

• Ensure policy and procedures are understood by all and that logistics team is especially knowledgeable in following procedures 

• Ensure procurement procedures are followed closely; from purchase requests, quotations, selection committees, placing orders, managing suppliers and arranging payments. 

• Ensure follow up of procurement tracking and sharing information 

• Solving problems, exploring markets, setting up framework agreements, prepositioning 

• Ensure that if problems arise, including logistical challenges or conflict of interest concerns, they are reported and followed up on immediately and proactively. Recommend appropriate solutions, in coordination with project leadership and other relevant staff. 

• Ensuring all supply chain is considered when procuring; transport, storage, capacity of field team etc. 

• Ensure procurement policy and procedures are followed for transport and storage and ensure communication between bases 

• Provide training and guidance in coordination with Logistics Team as needed to project staff and/or partners in procurement policies and procedures.  Recommend and implement system improvements for greater efficiency or effectiveness where needed. 

Procurement and Supply Chain 

• Work directly with local vendors and service providers to obtain quotations and/or initiate procurements of requested commodities and services in full compliance with all Donors and PUI policies and procedures. 

• Ensure that all procurement staff utilize and maintain the integrity of the project’s procurement and inventory tracking systems, database and other systems and procedures as required, in coordination with other staff. Provide procurement status reports and inventory summaries as requested by project staff 

• If needed, travel to field locations to supervise and support procurement functions, inspect, confirm delivery, and facilitate disposition of equipment at grantee sites. 

• Monitor contracts and purchase orders issued to vendors and follow up as necessary to ensure compliance to terms and conditions. 

• Maintain procurement files securely and up to date, ensuring that appropriate documentation is included in each procurement file. 

• Ensure smooth and efficient functioning of supply chain and priorities understood and communicated 

• Ensure procurement plans are in place and followed by relevant persons 

• Ensure policy and procedures are understood by all and that logistics team is especially knowledgeable in following procedures 

• Ensure procurement procedures are followed closely; from purchase requests, quotations, selection committees, placing orders, managing suppliers and arranging payments. 

• Ensure follow up of procurement tracking and sharing information 

• Solving problems, exploring markets, setting up framework agreements, prepositioning 

• Ensure that if problems arise, including logistical challenges or conflict of interest concerns, they are reported and followed up on immediately and proactively. Recommend appropriate solutions, in coordination with project leadership and other relevant staff. 

• Ensuring all supply chain is considered when procuring; transport, storage, capacity of field team etc. 

• Ensure procurement policy and procedures are followed for transport and storage and ensure communication between bases 

• Provide training and guidance in coordination with Logistics Team as needed to project staff and/or partners in procurement policies and procedures.  Recommend and implement system improvements for greater efficiency or effectiveness where needed. 

STOCK MANAGEMENT 

• He/she monitors the stock management of stationaries: 

• Reception of stock in depot/store 

• Verify that the articles ordered are received 

• Verify the packing lists compared to the articles received and inform the carrier/supplier if there are any missing or damaged. 

• Prepare Goods Received Notes 

• Maintenance of the stock/warehouse 

• Create and maintain up to date the Bin Cards and Stock Cards 

• Carry out a monthly inventory and ensure coherence with the Stock Report  Prepare the waybills. 

• File all documents conveniently: waybills, stock cards, supply requests, donation certificates etc

• Report Stock Follow up report for every month

Fleet and Premises Management 

• Ensure vehicle allocation, procurement or rental according to cross-cutting and program needs 

• Implement schedules and movement-tracking tools in an efficient manner 

• Contribute to ensuring that the PUI fleet management technical guides are continuously applied. 

• Contribute to reviewing and implementing an efficient maintenance strategy in the country. 

• Contribute to ensuring that technical safety and security guidelines are respected for the use of all vehicles 

• Contribute to the calculation and verification of the monthly cost of each vehicle (fuel consumption, repairs, insurance, etc.); investigate and resolve major cost overruns; report major cost increases in the fleet to the Field Coordinator and Logistics Coordinator. 

• Ensure the identification of transport companies for needs that cannot be covered by the PUI fleet. 

• Ensure efficient and complete circulation, filing and archiving fleet and transport documentation. 

• Ensure the identification and contract of leases for premises according to geographical, operational, security, and financial criteria, in close collaboration with the Field Coordinator. 

• Contribute to ensuring decent living and working conditions for all employees in all premises by providing electricity, drinking water, office supplies, etc. according to PUI standards ð Supervise preventive and corrective maintenance work for the premises. 

• Ensure that technical safety and security guidelines are applied in all premises. 

• Ensure the efficient and complete circulation, filing and archiving documents related to the premises. 

COMMUNICATIONS & IT MANAGEMENT 

• Ensure communication, IT needs and allocations of communication facilities. 

• Contribute to ensuring that the PUI communication and IT management technical guides are applied. 

• Properly handle Staff asset and report Equipment list every month

• Contribute to maintaining monitoring of communication costs; investigating and resolve major over-costs. 

• File administrative requests to local authorities for the use of communication facilities. 

AUDITING AND ARCHIVING 

• Responsible for the procurement and logistics documents audit for the Coordination office 

• Ensure that all documents are filled properly (well filled) respecting the donors and organization’s guidelines and requirements (eligibility of documents) 

• Ensure that there are not any missing documents and archiving is completely followed 

• Implement an audit procedure 

• Provide support to each department in archiving, organization and retrieval of their files and Organize folders by donors and projects/ grants. 

• Implement an archiving procedure for all the mission 

PRIORITIES OF THE DEPARTMENT  

• Establishing new office and guest house in the Eats Gojam

• Handling all the procurement processes in the base office 

• Update the equipment list and prepare for reporting 

• Update the procurement follow up every month 

• Report Log pack every month for its base

The tasks and responsibilities defined in this job description are not exhaustive and can evolve depending on the project needs. The employee could be requested to perform other tasks as his/her Line Manager may judge necessary.

Job Requirements

Required Qualifications and Professional Experience

• Bachelor’s Degree in Logistics, Supply Chain, Business Administration, Purchasing and Supplies Management, or other relevant field. 

• Logistics, Procurement and ICT tool training. 

• At least 4 years’ experience in humanitarian and development INGOs, with at least 2 years’ experience in Procurement activities. 

• Excellent knowledge of procurement management 

• Ample of experience on doing procurement tenders for goods, service and works

Required knowledge & skills:

• Good knowledge and self-support in Microsoft Office.

• Strong negotiating skills 

• Good organizing ability 

• Ability to operate in a cross-cultural environment requires flexibility. 

• Technology Awareness – good level 

• Computer literacy and an excellent knowledge of security information related liaison and analysis. 

• Excellent command in writing and editing documents in English. 

• Self-motivated, flexible and adaptable to the needs of the team and organization  Proven management ability and inter-personal skills – team player. 

• Problem solving and leadership skills. 

• Ability to manage conflicting priorities in personal workload. 

• Good communication skills, diplomacy, and a solution-oriented attitude 

• Good ability to manage deadlines in emergency response contexts (stress resistance) 

• Honesty, integrity 

• Adaptability, flexibility 

• Autonomy, sense of initiative and anticipation 

• Punctuality 

• Compliance with safety rules 

Language:

• Amharic and English  

• Any other local language  

 OUR COMMITMENTS

• Première Urgence Internationale sees diversity of nationalities, genders, beliefs, profiles and statuses among its Human Resources as a major asset for its humanitarian action and therefore compels itself to the strict observance of the principle of non-discrimination throughout its recruitment process.  

• Première Urgence Internationale applies a policy of zero tolerance towards exploitation, sexual abuse and mistreatment, in all its forms, of women, children and all other vulnerable persons. It engages all its staff to promote, disseminate and respect the principles set out in its ethical charter.

• Please note that Première Urgence Internationale shall not in any case request a financial contribution for administrative costs related to recruitment. Any such information would be fraudulent, please disregard it. 

How To Apply

APPLICATION PROCEDURE

If you are interested in the position of Logistics Officer, please strictly follow the instructions below.

 Step 1: Fill out the application form at THIS LINK

Step 2: After successfully completing the form, submit the following documents

• A non-returnable CV

• A cover letter clearly stating your motivation

• Three professional references

Subject line must read: " LOGISTICS OFFICER "

Applications that do not follow this two-step process will not be considered.

Deadline: Sunday July 27, 2025

NB: Only short-listed applicants will be, communicated on and selection process includes technical test and an interview.