Base Logistics Officer

10-June-2024

INTERNAL AND EXTERNAL VACANCY ANNOUNCEMENT

For

Base Logistics Officer

Country Office: Ethiopia

Work Base:  Harar

Availability: As Soon As Possible

Salary Scale: EMS – 07

 Salary:  849 USD

Insurance - (Life, Group Personal Accident and Medical Insurances are covered upon the organization policies).

Female candidates are highly encouraged to apply for this position.

About Action Against Hunger

Action Against Hunger-USA is a global humanitarian organization that takes decisive action against the causes and effects of hunger. We save the lives of malnourished children and we enable entire communities to be free from hunger. With more than 8,000 staff in over 50 countries, our programs reached 17 million people in 2019.

About the Country Program in Ethiopia

Action Against Hunger has been operational in Ethiopia since 1984 responding to both chronic and acute needs through a multi-sectoral strategy where nutrition, Food Security and Livelihoods, WASH, and Mental Health and Psychosocial Support activities are integrated to have a meaningful impact on people’s resilience. Action Against Hunger currently operates in 5 different regions (Oromia, Somali, Amhara, Benishangul Gumuz, and Gambella) with a portfolio of 20m USD/year of emergency, resilience building, research, and innovation programs. We have a country team of around 600 staff in 17 regional and satellite offices. Our main donors in Ethiopia in 2020/2021 are BHA, ECHO, Europaid, UNHCR, UNICEF, GFFO, BPRM, SIDA, EHF, WFP, CIAA, and others.

1. Summary of Position 

    

Under the supervision of the Field Coordinator and technical guidance from the capital logistics team, the Base Logistics Officer will be responsible to provide all rounded logistical support, to ensure proper function of the procurement, stock management, fleet, premises & security in the base. 

The Base Logistics Officer’s role’s purpose, engagement and delivery is:

Purpose 

The position focuses primarily on logistics processes and activities related to warehousing, assets management, fleet, premises including security. 

Engagement: 

Internally the Base Logistics Officer will have regular interaction with the Field Coordinator, logistics, program, HR administrator & finance team members both at capital and at base level.

Externally the Base Logistics Officer will have continuous engagement with suppliers and relevant authorities to facilitate logistic work at base level.

1. Essential job duties 

Objective 1: Assist in carrying out logistics activities.

Activities:

Supply Chain:

• Receive internal order forms, sort, and group them (using LINK).

• Organize the purchases and ensure that the internal procedures of the Kit log are respected.

• Transmit the release-from-stock form.

• Ensure that the orders are followed up.

• Ensure delivery to the programmers.

• Supervise the stock management.

• Follow the procurement process of base.

Objective 2: Review PD files & Ask for Validation   

• Review PD files obtain validations as per the authorization threshold for procurement. 

• Regular follow-up of timely validation by authorized personnel and update on progress to line manager and budget holders. 

Objective 3: Participate in the security management of the base.

Activities: 

• Participate in collecting information.

• Make sure that the security rules are respected.

• Follow the transfers/movement between base and subbase. 

Objective 4: Manage the restoration and maintenance/premises management:

Activities: 

• Ensure that the structures necessary for the base to function are restored and maintained: offices, programmes, premises, and warehouse and ACF guesthouses.

• Attentively follow all lease contractual agreements and ensure it is serving the required purpose.

• Compile monthly logistics reports. 

• Write a report on subbase visits/supports/training as required.

• Actively attend coordination meetings at capital and base level and share action points.

 Objective 5: Reports

            Activities:

• Compile monthly logistics reports. 

• Write a report on subbase visits/supports/training as required.

• Actively attend coordination meetings at capital and base level and share action points.

Objective 6: Supervise the logistic team by delegation:

Activities:

• Draw up a work plan and set annual objectives.

• Delegate the activities and check that they are properly executed.

• Organize training sessions.

• Carry out appraisal interviews.

• Provide technical support to the team if necessary.

• Conduct regular team meetings and share information as a means of capacity building.

• Contribute towards conducive working environment at base level. 

Supervisory Responsibilities

• Supervise a logistics team member (Purchaser, Logistics Assistant and Junior ICT officer).

Gender Equality Commitments  

• Foster an environment that supports values of women and men, and equal access to information.

• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.

• Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion. race, color, ancestry, national origin, age, or marital status. 

• Value and respect all cultures. 

Fiscal Responsibility

• Proactively manages support line budgets from all active grants. 

• Submit treasury forecast for the budget lines.

• Actively participates in BFU meetings. 

Physical Demands 

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working Conditions, Travel and Environment

• The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.

• Must be able to travel as required for standard domestic and international business purposes. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well as to infectious diseases. 

Required Qualifications and Professional Experience

• B.A. degree in Logistics & Supply Chain Management /Business Administration or equivalent field of studies

• At least 3 years’ work experience in a similar position

Required Skills & Competencies

• Computer knowledge (Word and Excel)

• Experience in Procurement

• Fleet, Stock management and Asset management.

• Budget management

• Good organizer

• Negotiating capacity

• Good analytical capacity

• Supervisory skills

• Rigor

• Team spirit

• Good communication and relations with people.

How To Apply

APPLICATION PROCEDURE

If you are interested, please send your application composed of none returnable CV, a Covering Letter with “Base Logistics Officer’’ written in the subject line, and three references, applicants to the following addresses:

Through www.ethiojobs.net

Deadline: 20 June 2024

NB: Only shortlisted applicants will be communicated, and the selection process includes a technical test and an interview.