Logistic Officer

JOB DESCRIPTION

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.

• First level university degree (Bachelors 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.