Logistics Assistant Job at Plan International Ethiopia - 2015

                                                                                               

                     Vacancy Announcement

                          Internal /External

                                                                          

Founded more than 75 years ago, Plan International (Plan) has global presence in 69 countries and is one of the oldest and largest children’s development organizations in the world. Plan is committed to actively safeguarding children from harm and ensuring children are fully protected and safe. Plan takes seriously its responsibility to promote child-safe environment and practices. Positive actions will be taken to prevent child abusers from becoming involved with Plan International in anyway, and stringent measures will be taken against any Plan staff and/or associates who abuse a child.

 

Plan has been operating in Ethiopia since 1995, and currently operates in four regions of the country with a range of multi-sectoral development and humanitarian programmes.  A process to realign the organizational structure and workforce with the current country strategic plan and its priorities has recently been conducted, and accordingly, we are looking for a suitable candidate to fill the following position from internal and/or external applicants.

 

Position 1                                : Logistics Assistant

Reports to                               : Camp Coordinator

Number of Post                      :  1 (One)

Duty Station                            :  Gambella ,Pugnido

Terms of Employment                        :  Fixed Term Contract (Four Months)

Closing date                                : September 01, 2015       

 

Purpose of the Job

 

The Logistics Assistant will pro-actively support the Pugnido Camp, Gambella Emergency Program activities by handling small procurements, transport facilitation, store and distribution management, provide logistics support to construction activities and ensures the security of staff and property in the Camp. The Logistics Assistant is responsible for the implementation of the all Operations Guidelines and Procedures in the Pugnido Camp, Gambella Office. S/he should work with trustworthiness and integrity and have a clear commitment to Plan’s core values and humanitarian principles; creating a positive working environment in which continuous improvement, service- mindedness, transparency and open communications are key values.

 

Typical Responsibilities

 

1.      Procurement

·         Receives requests for goods and services (purchase requisitions) and ensures their completeness/ compliance before they are processed;

·         Advises requestors about product description and specification, prices, lead times and availability, promoting standardization, value for money and economy of scale;

·         The Logistics Assistant will escalate large procurements (above ETB10,000) to the Gambella Program Area Office Logistics team; s/he will route and follows-up on the purchase requests then upon delivery of goods to the Camp, s/he will be in charge to organize adequate space and documents to receive the items then assists in distribution of the materials in the camp.

·         Timely collects of performa invoices (quotes) for small purchases below ETB10,000 as per the approved purchase requisition for goods and services and the Procurement Guideline and forwards them to his immediate supervisor;

·         Reports any difficulties (sourcing, stock outs, unavailability) immediately to the  supervisor and consults the requestor when needed;

·         Coordinates the collection/delivery of goods, including adequate record keeping (GRN, GIN)

·         Arranges transportation of goods from suppliers to the office/warehouse, as necessary; ensures that purchased items and services meet the stated requirements and takes care of delivery to the Camp.

·         Settles all payments and/or cash advances with legal VAT receipts on a daily basis; receives/collects invoices, arranges payments with the Finance Department and makes payments when required;

Collection of information about suppliers and market conditions and reporting to the Emergency Logistics Coordinator.

·         Update procurement tracking sheet on daily basis for purchase requests and received goods.

Performance of transparent transactions, purchasing and delivery of goods and services within prior agreed lead times and ensures that all purchases are properly documented. The Logistics Assistant will provide status updates to requestors about the status of their requests and prepares regular reports about requisitions processed and outstanding issues to the Emargency Logistics Coordinator.

 

2.      Vehicle Management

Responsible for the management of transportation services (vehicle movements for passengers and cargo). He/she receives trip requests, schedules vehicles, gives feedback to requestors and drivers and monitors their whereabouts to make optimal utilization of the fleet. The Logistics Assistant records all movements, response, travel and idle times, mileage and fuel consumption so as to analyze the needs for transportation services and balance the fleet size with the objective to optimize service levels. He/she proposes vehicle additions and subtractions on the basis of factual reports; short  and long term rental Maintains a daily planning board showing trips, reservations and vehicle availability; monitors vehicle movements and takes corrective action when necessary  and immediately informs those concerned; Monitors truck movements and communicated ETD/ETA with the consignee(s). Ensure safe transportation for staff and goods. Responsible for making sure that the assigned vehicle is kept in good working condition. Ensures the proper use of log books, fuel and maintenance records for all vehicles; prepares the necessary documents for the payment of rental vehicles; ensures that all vehicles (owned/rental)  are equipped with the required safety and maintenance equipment,  hand tools, first aid kit, seat belts, spare tires; Consolidates trips, mileage and fuel records of all vehicles, investigates irregularities and prepares a monthly report for the Emergency Logistics Coordinator;

·         Responsible for the proper operation, fueling, maintenance and up-keep of the Office generator; maintains data on refills and reports monthly to the Emergency Logistics Coordinator on usage and major issues regarding the generator.

·         Initiates, schedules and supervises all routine maintenance and repairs of the generator and ensures adequate fuel supply;

 

3.      Safety and Security

·         Organizes appropriate facilities related to safety and security, such as fencing, locks and key management, firefighting equipment, escapes, etc. and makes sure that they are maintained/checked/ refilled timely;

·         Supervises the office compound guards, evaluates their performance and arranges optimal working conditions; makes duty schedules and performs overtime and leave administration;

·         Ensures the proper functioning of rainwater drainage and ground facilities including pavements and walkways;

·         Brings any unsecure and/or unsafe situations and behaviour immediately to the attention of the Camp Coordinator and Emergency Logistics Coordinator; reports incidents/accident immediately via telephone or email to the Gambella Program Area and Country Office Security Focal Point.

 

4.      Stock Movement and Store Management

·         The Logistics Assistant is in charge of the of the daily store management operation in the Camp.

·          S/he will coordinate loading and unloading trucks, stocking shelves, organizing store room, transporting and delivering items within the Camp as well as preparing basic paper work.

·         Plans storage area before the incoming goods arrive, during unloading – checks and counts the incoming goods against the purchase order and supplier invoice or dispatch documents from the Program Area Office

·         Prepares goods receiving note as directed and distribute the documents without delay.

·         Coordinates dispatch and distribution of goods, arrange the goods for issues and loading to their destination; prepares distribution documents in coordination with the immediate supervisor and Program staff.

·         Prepares issue voucher for goods and materials requested by users as directed by his/her supervisor.

·         Make entries of goods received and issued in the bin card on daily basis

·         Responsible to keep proper filing of goods receiving voucher, store issue voucher, store return note, way bill and other related warehouse documents.

·         Responsible for store arrangement, neatness, cleanliness and orderliness of the store room.

·         Assist the staff requiring items from the store.

·         Assist with inventory management and control as directed.

·         Assist the logistics team in handling physical inventory of stock items and fixed asset inventory.

·         Perform other duties appropriate to the position as assigned by the supervisor.

·         S/he will closely work with the Emergency Logistics Coordinator and other program staff. 

·         Performs additional duties as per the request of the Emergency Logistics Coordinator.

 

Dealing with Problems:

The position involves a high degree of complexity in resolving a minor range of challenges which typically occur in supply chain processes. The post holder will demonstrate the ability to solve problems, thinking wisely while interacting as needed to address problems in the supply chain.

 

Communications and Working Relationships:

To maximize service delivery by the department, the post holder will be required to maintain a range of good working relationships within the organizations’ networks.

 

 

Child Protection and Gender Equality Responsibilities

·         Demonstrate commitment to Plan’s child protection policy through implementing the policy in its entirety, and report any actual or potential risk situations following the reporting procedures, being aware of abuse and risks to children, being vigilant, becoming familiar with the Child Protection Policy.

·         Raise children’s rights/protection awareness and important of gender equality and respect to diversity within Plan and amongst partners and community members.

·         Child protection and gender equality policies are understood by the staff and partners.

·         Ensure equal participation and benefit of boys and girls and children with disabilities in all phases of programme/ project implementation.

·         Ensure sufficient budget and resources are allocated for gender equality activity in their respective area annual plans and project activities.

·         Support partners in understanding plans’ gender equality strategy and program criteria and capacity building activities on gender as part of the regular work at field level.

·         Ensure the representation of Plan Ethiopia in their respective region from gender equality perspectives.

Knowledge, Skills, Behaviours, and Experience Required to Achieve Role’s Objectives:

 

·         Diploma or above in Purchasing and Supplies Management, Store Management, Business Administration or related field.

·         Minimum of 3 years relevant work experience in INGO environment in emergency programs.

·         Substantial experience in logistics.

·         Physically fit and able to load and unload trucks

 

Skills Specific to the Post

·         Strong negotiating skills.

·         Good interpersonal skills.

·         Proficient in computer skills and use of internet and other applications.

·         Proven ability to develop effective working relationships.

·         Excellent organizational and prioritization skills, and attention to detail.

·         Able to work with minimum supervision.

·         Excellent  verbal and written communication skills; both in English & Amharic

 

Physical Environment and Demands:

Hardship location with long term field engagement 

 

Level of Contact with Children:

Mid contact:     Occasional interaction with children

 

 Interested applicants should send their CVs and application letters only .Candidates should in their application letters also state current and expected salary, and the date they will be available if selected for the position and clearly indicate the Position and location s/he is applying for on the subject line. Only short listed applicants will be contacted. Applications should be send using the below address.  

P.O. Box 65

Plan is an independent organization with no religious, political, or governmental affiliations and is an equal opportunity employer and female candidates are highly encouraged to apply.

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