Log and Administration Officer

General Information

Humanity & Inclusion is an independent and impartial international aid organization working in situations of poverty and exclusion, conflict, and disaster. Working alongside persons with disabilities and other vulnerable groups, our actions and testimony are focused on responding to their essential needs, improving their living conditions, and promoting respect for their dignity and their fundamental rights. Humanity & Inclusion is a not-for-profit organization with no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects, and implement its actions and social mission.

Following a successful consortium lifesaving response (ECHO2.0), the HI has formed a new Consortium with HelpAge International, Rehabilitation and Development Organization, and FEAPD to work in Tigray and Amhara under DG ECHOs HIP2024.

1. MAIN RESPONSIBILITIES OF THE EMPLOYEE

Under the responsibility of the Project Manager, s/he will be responsible for:

Managing human resources

Ensure the optimal management of Human resources. He/she implements the policies, including Recruitment, onboarding, Performance appraisal, and training.

Ensure the timely salary payment and remittance of tax, pension, and other Govt payments related to HR.

Follow up on staffs contract renewal and timely termination payment during project closure or any reason.

manages personnel administration activities in his/her geographical area in accordance with current legislation.

Oversees staff movements in his/her geographical area.

Managing Local Procurements

Making purchases in accordance with HI and donor procurement procedures and plans.

Delivers the goods to the applicant after verification (compared to the order form) of the quantity and quality.

Monitoring Purchase and Service Requests and ensuring that all purchase files comply with HI and donor procurement procedures.

Keep up-to-date the monitoring of quotations and purchases and report on a weekly basis the summary of procurements status to the project manager and HO logistics manager.

Checking the validity and appropriate nature of proof of expenditures (contracts, orders, invoices, delivery notes) and verifying all purchase files to ensure respect for HI and donor procurement procedures before settling advances with the Finance Department.

Managing Asset and Inventory

Assume proper recording and documentation in maintained for all organizational asset in the office, and ensure periodic reports are submitted to CO.

Conduct inventory of project and admin items in the office and ensure quality reports are prepared and submitted.

Carrying out or ensuring the physical management of stock: use stock management tools, manage the flow of merchandise, and organize periodical stock-taking and storage facilities.

Understand and implement standard HI Asset and General Inventory policies and procedures.

Managing Fleet

Implementing rules for the management of vehicles and other means of transport.

Managing the planning, allocation, and deployment of vehicles to operation

Managing the daily scheduling and organizing of vehicles for the project.

Follow all inland transportation and ensure that necessary logistic documents are travelling with the material.

Monitoring the use of vehicle and fuel consumption and report on monthly basis, including vehicle log sheet use.

Managing the supply of fuel and log sheet records for the generator.

Coordinate travel arrangements, including hotel bookings for traveling staff.

Organize distribution of procured emergency shelter and non-food items to targeted project beneficiaries.

Managing Premises

Managing the fitting out, servicing, and maintenance of the premises and equipment and reporting on the work undertaken & cost to the project manager.

Identifying reliable hotels in all the project localities for accommodation and proposing contracts.

Follow up and ensure utilities are paid on time.

Manage security guards, and office cleaners and maintain safety and cleanliness of the premises at all times.

Managing emergency project team members

Preparing planning for each staff together with the project manager.

Managing direct reports' contracts (leave, end of trial period, etc.); if the need arises, co-validating disciplinary measures with the emergency coordinator

Regulating relations within the team and with other team members, managing situations of conflict at the first level of line management, and giving feedback on the solution taken or forward to the next level of management if necessary.

1. Job Requirement

Education & Qualification

- Bachelor's degree in Business Management, Economics, Accounting, Finance, supply chain, or equivalent field.

Required

Professional experience of 4 years minimum in an Administration and Finance or Logistics Officer, including at least two years in an NGO setting.

Experience in personnel administration, finance, and supply chain.

Cash-flow management, accounts management, and tax management.

Information security management and use of the Information System.

Stock management and transport management.

Skills

Computer literacy (Word, Excel, and PowerPoint).

Good organization skills, flexibility, and adaptability

High degree of confidentiality.

Good interpersonal and communication skills.

Ability to work with teams and develop team spirit.

Diligence and attention to detail.

Never been convicted, free from khat, smoking, alcohol, and substance abuse addictions.

Knowledge of the working area language is a requirement (Tigrigna Language)