Area Logistics Supervisor

About GOAL

GOALs mission is to work with the most vulnerable communities to help them respond to and recover from humanitarian crises, and to assist them to build transcendent solutions to mitigate poverty and vulnerability.

GOAL is a non-for profit organization that has been working in Ethiopia for over 30 years across all the region of the country towards ensuring the poorest and most vulnerable in our world and those affected by humanitarian crises have access to the fundamental rights of life, including but not limited to adequate shelter, food and livelihoods, water and sanitation, nutrition, healthcare and education. GOAL implements a range of multi-sectoral development, resilience, recovery and humanitarian responses Programmes by being sensitive to cross-cutting issues including gender, accountably, child protection, HIV/AIDS.

We envision a world where poverty no longer exist, where vulnerable communities are resilient, where barriers to wellbeing are removed and where everyone has equal rights and opportunities. GOAL Ethiopias main donors are Irish Aid, USAID/OFDA, EHF, ECHO and other private donors.

GENERAL DESCRIPTION OF THE ROLE:

The Field Logistics Supervisor is responsible for assisting in the running of all components of Logistic & Supply Chain at the field office under the direct supervision of the Area Manager with technical support from the Head of logistics. He/she will ensure logistics support on a daily basis required for field programme/operations activities related to supplies, warehouse management, fixed asset management, fleet management & other related needs. Also aids with specific requests submitted by Head of Logistics and authorized by the Area Manager at field office.

KEY AREAS OF ACCOUNTABILITY/DUTIES

Essential Functions

Stock Management

Ensure proper stock management under standard procedures of all consumables for office and guesthouse (where relevant) needs to avoid stock out situations of different supplies.

Responsible for supervising/handling of all cargo and supplies dispatched to the field office from HO or received locally from the suppliers or from/to the field from donors (DIKs), review all the waybills, Delivery Dockets, Packing Lists, Goods Receipt Notes/Delivery Notes.

Support distribution activities and ensure that distribution documents are properly handled in accordance with.

GOAL & Donor requirements and are adequately & properly filed for reference.

Oversee stock management, data and tracking systems in accordance with GOAL tools and standard procedures.

Ensure that accurate and complete stock account, reporting and internal control systems are functioning and that all relevant warehousing records are properly maintained.

Assess the availability of space and prepare stacking/storage plans prior to programming/contingency commodities arrivals.

Plan, organize and control of warehouse over-all operations.

Carry out regular (weekly) physical random warehouse checks of commodities and inventory.

With coordination with the Area manager and Head of Logistics/Logistics Manager prepare all procedures and necessary steps for commodity disposal

Liaise closely with area manager and Head of Logistics/Logistics Manager, the Logistics Officers and programme teams on reception of procured items/DIKs into the stores and its distributions.

Ensure best quality/value solutions are sought for all procured items.

Supervise distributions of goods and supplies to the project sites and administration use.

Disseminate store records (SMS) on weekly basis to Area manager, Roving Logistics Advisor and Head of logistics, requesters and programme team.

Management of IRFs for admin/operation stock

Generation of waybills and Packing lists for all stock to be transferred from the primary warehouse to the final destination.

Warehouse Safety and Security

Ensure physical security of the field Warehouse by restricting visitors and unauthorized persons.

In collaboration with the Safety and Security Advisor/Officer implement and ensure effective and understandable safety procedures

Ensure health and safety requirements at workspaces are met and take responsibility for the security of the building and stock.

Ensure that all working practices are adhered to according to GOAL guidelines.

Maintain and periodically service fire extinguishers.

Ensure the maintenance of field warehouse building(s), fittings, and equipment.

Maintain and document an effective warehouse pest control program.

Assist the Safety & Security personnel in carrying out assessment for new sites/location on security and safety procedures and implementation.

Assist the Refugee/Programme Manager in security management in GOAL field premises by strictly implementing GOAL access control policy, by supervising guards in the performance of their jobs on daily basis.

o Submit weekly report to the line manager on security issues and movements. o Submit the staff list at the Base (field location) on daily basis to the line manager

Asset/Property Management

Monitor the maintenance activities of IT infrastructures and equipment in the field operation and ensure adequate traceability of all actions.

Assist Head of Logistics in GOAL property management by ensuring assets checklist is regularly updated & tagged for field office and guesthouse (where relevant).

Assume an adequate management of assets according to GOAL standards.

He/she is responsible that all the assets affected to the field operation are properly identified and registered in compliance with GOAL procedures and donors guidelines.

He/she guarantees the good use and maintenance of all assets at base level in compliance with GOAL procedures and following manufacturers user manual.

Ensure field level assets updated in the FAR in a regular basis.

Identify Fixed Assets for disposition depending as per GOAL disposition policy.

Ensure that the FAR is maintained in accordance with GOAL policy and that a rolling disposal plan is in place.

Facility Management

• Assist in carrying out field assessments on logistics facilities and needs for new sites/locations.
• Supervises and coordinates activities of workers (outsource) engaged in setting up, installing, repairing, and maintenance works to ensure the completion of repair, maintenance & installation in accordance with service agreement or contract.
• Responsible for identifying the maintenance works needed in different GOAL premises and liaising with the line manager for necessary actions to complete required work in timely manner.
• Respond to issues or concerns raised by staff regarding the condition of GOAL office or guest housing.
• Ensuring that basic facilities, such as electricity, water and heating, repairs and maintenance are well-maintained; this includes cleaning services.
• Ensure lease agreements extension is done prior to expiry date and lease tracker updated regularly.

Fleet Management

• Ensure refueling of all fleet/generators done in a timely manner and keep all records (log sheet, fuel stock report).
• Ensure the monthly fleet/generators report is prepared in time manner and submit to the Logistics Coordinator in the 5^th of the following month.
• Ensure monthly movements records for rental vehicle usage are submitted to HO Finance department for payment.
• Ensure rental vehicle tracker updated and support, payments submitted to finance and paid timely.
• Ensure rental/GOAL vehicles log sheet submitted to head office fleet departments in the first week of the following month and make sure fleet App is updated timely.

Staff Management

• Supervision of storekeepers, drivers, office attendants and guards
• Carry out frequent visits to project sites, identify gaps or inconsistencies with GOAL standards, prepare and implement clear action plan. Provide adequate guidance to logistics/programmes staff in the field and ensure timely execution.
• According to organogram, the RLS will supervise all the staff under his responsibility in the field office according to GOAL HR policy including setting up their objectives, performance evaluations, leave management and technically supporting them in their job.
• Responsible to make a monthly roaster for all guards and arranging guard back up in case of leave, sickness or other matters.
• Assume weekly or bi-monthly meetings with logistics team (storekeepers, logs/procurement, drivers and guards) and produce brief record of them. Useful information to be included in the monthly report.

Fuel Management

• Manage and account for all fuel stock tracking (issues and receipts)
• Fuel-reconciliation for vehicles on daily, weekly and monthly basis.

File Management

• Maintain all folders in an orderly fashion, including.
• Waybills & Packing Lists
• GIDs / GRNs
• Stock Cards
• Bin Cards
• IRFS
• Tracking of waybills and Packing Lists generated from Addis Ababa office

Reporting

Participate in other logistics monthly reporting by providing all useful data and information to the Logistics Coordinator & Procurement Manager

Organize and lead the process of annual stock verification in the warehouses and in consultation with the Logistics Manager, ensure proper communication is issued for coordination with all relevant stakeholders including verification committee in each area offices/Woredas.

Support audit process that requires involvement of warehouse information by providing relevant data and documents required by the auditors.

Prepare and submit accurate inventory/stock reports to supervisor on time pursuant to donor requirements.

Develop and update warehouse material distribution plans as required

Others

Supervise and ensure that safety and security procedures of GE are fully in place in all offices and to provide GOAL Safety and Security Advisor/Officer with a regular update on the security situation when required.

Undertake any other duties, relevant to logistics/supply chain skills, which may from time to time be deemed necessary.

. Degree in Business Administrations, Logistics or Related field.

3 years experience in a similar role

Good English language skill (Reading, Writing & Speaking).

Essential computer literacy (word, excel, outlook, PowerPoint etc.

Capacity to work under stress, flexible, good team player, patient High level of integrity & honesty Strong communication skills.

Flexibility is requested from GOAL staff, including short-term assignments from the usual place of work.

Part of any GOAL-employee responsibilities is the attendance of internal trainings (LINGOs. GOAL policies & donor regulations) as per the requirements of the organization.

Demonstrates management skills to deal with a myriad of tasks.

Familiar with donor guidelines IA, USAID/OFDA, ECHO, EU, EHAF, UNHCR, WFP, UNOCHA, BPRM etc.

Desirable/Advantageous Credentials:

2 years experience in multi-sectoral logistics skills is desired.

Certification in CIPS/Fritz

Experience of managing security issues in insecure/hostile environments:

Able to speak local language

Additional job responsibilities

The job duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

REMUNERATION and BENEFITS:

GOAL will pay a competitive basic salary based on the salary grading with addition benefits.

A chance to develop tangible experience.

Being part of a team who continue to make a real difference to the lives of the most vulnerable people.

Commitments:

GOALs recruitment procedure is fair and transparent which is also in line with the organizations commitment to its integrity, honesty, and culture. GOAL is committed to ensure that, its performance complies with the terms and conditions of relevant agreements, applicable laws & regulations.

GOAL highly promotes Equality, diversity and inclusion and works with women and men, People with disabilities, and employees of various ages including youth, supports their empowerment and appreciates their achievements constantly. GOAL also encourages applications from diverse candidates including women, people with disabilities, people with diverse backgrounds, and youth to apply.

GOAL has zero tolerance to discrimination on the basis of gender, age, disability, ethnicity, religion, race, economic status etc . we strive to create a workplace environment that ensures every team, in every office, in every country, is rich in diverse people, thoughts, and ideas.

Hence, pre-employment background checks will be conducted, and employees are required to read, understand, sign and implement different polices including safeguarding and child protection policy, Protection from Sexual Exploitation and abuse policy, sexual harassment policy, code of conducts and any other rules and regulation of the organization. GOAL is strongly committed not to harm the people under its care.

GOAL Ethiopia is committed to safeguarding and promoting the safety of people who involves in its work and demands all staff exhibit the highest commitment. GOAL Ethiopia will verify skills and commitment of the candidate in the assessment process and perform Background reference check.

You are welcome to include your sex (Male or female) and any disability issues in your CV (please note that this information will only be used to comply with affirmative action policy of the organization)