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DUTY STATION: Addis Ababa/Head Office
RESPONSIBLE FOR: Assistant logistics, Storekeeper, Drivers, Guards
KEY RELATIONSHIPS: Internal: Programme coordinators, Head of Operations, Finance Manager, HR & Admin, Logistic Support; Technical Programme Officers and Managers; MEAL Officer
External: Work with stakeholders
Summary of the minimum specification for the post;
Experience in planning, organizing, processing, managing and documenting the purchase and delivery of goods and services; ensure that the right materials are delivered to the right location on time and at a fair cost; involve in transportation, stock control, and the flow of materials and delivery of services, an understanding of the whole supply chain management is required, so as to co-ordinate and effectively liaise with suppliers, etc. and Handling visa process; hotel booking and organizing meetings and provide technical and operational support to the project offices, as well as advice on application of logistics management best practice, systems and procedures. Take initiative in management improvement for the logistic function. She/he also facilitate and/or deliver all travel related services to HelpAge International both at Addis Ababa level as well as project offices on time. The ability to implement HAI procurement policies and procedures, Vehicle polices, etc. and ensuring quality of work; follow up on vehicle insurance policies and support to others and collaborative partnerships with other organizations and working closely is required; strong communication, negotiation & representational skills etc.
Specific Responsibilities
Logistics
Ensure HelpAge International’s office supplies, project items, and equipment are procured on time and in line with procurement procedure and policy.
Analyse procurement of goods and services and submit for approval
Participate in country office level planning formulation in logistics. Participate in programme planning and advising on logistic considerations
Provide technical and operational support to the project offices and advice on the application of logistics management best practices, systems, and procedures. Take initiative in management improvement for the logistic function.
Asses existing logistics operations systems and advise on corrective measures to be undertaken.
Ensure the implementation, monitoring & evaluation of new initiatives & procedures related to logistics.
Support, implement, and manage contracts in forwarding, transport, etc.
Work on and document a preferred suppliers list that is subject to timely revision.
Organize all documentation for payments and ensure timely settlements of bills.
Maintains documentation on purchases of goods and services for any references.
Ensure that framework agreement with service providers of vehicle rental, flight booking and taxi rental are updated and renewed.
Regularly provide detailed and updated procurement tracking report to SMT
Monthly submit stock and vehicle movement report to SMT.
Transportation
Arrange all booking arrangements for visitors to the office, including visa arrangements, hotel bookings, airport pickup, etc.
Arrange and facilitate vehicle rental request from offices with the supplier
Arrange all flights, domestic and international, for HelpAge staff.
Arrange truck rental arrangements to field offices.
Ensure car insurance is up to date.
Ensure vehicles are always safe to drive
Supervise store of spare parts and update fixed asset list and ensure all items are registered.
Government liaison including clearing imported items through customs, securing visas, work permits, and residence permits etc.
Negotiate when necessary and appropriate, with service providers, brokers, landlords, etc on price and contracts to ensure the fair rates are paid by HelpAge.
Preventing harm and abuse from our people, operations, and programs to anyone who encounters our work.
Reporting all safeguarding incidents, you see, hear, hear about, or suspect, using our internal reporting mechanism and complying with all safeguarding framework policies and practices.
Behavioral Competencies:
Teamwork skill
Ability to coordinate and mentor staff under his/ her responsibility.
Result oriented.
Resilient under stressful environment
Good analytical skill
Self-managed, committed, knowledgeable, and confident.
How To Apply
How to Apply
An updated curriculum vitae (CV) of not more than 4 pages, with a minimum of two referees, including your most recent line manager.
Closing date for all positions: 1st July 2024
Send your application by email to hr.eth@helpage.org before the closing date. Indicate the vacancy subject in your mail.
Please use applicant Forms.
And fill out this form please https://drive.google.com/file/d/1K4dSae5uB72n3GEFNeo9EzjXe8bleRVX/view?usp=drive_link
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