Logistics Manager (LM)

The Center for Victims of Torture (CVT) is an international nonprofit organization dedicated to providing trauma rehabilitative services to survivors of gross human rights abuses, including torture, and works toward a future in which gross human rights violations cease to exist and victims have hope for a new life. We are headquartered in Minnesota, USA with offices in Africa and the Middle East. We work locally, nationally, and internationally through programs that provide trauma rehabilitative services, conduct technical assistance and capacity building to human rights activists, civil society organizations, and local service providers around the world who can prevent and treat gross human rights abuses, and advocate for human rights and an end to gross human rights violations.

General Description of Role

The Logistics Manager (LM) based in Addis Ababa will report to the Operations Director. Through close collaboration with in-country senior management team for CVT Ethiopia operation, the LM is responsible for establishment, review, and implementation of Logistics policies and practices throughout CVT Ethiopia operation areas. The position will be based in CVT Addis Ababa office.

Job Responsibilities

Administration (10%)

• Supervise Driver and IT Officer. 
• Coordinate with suppliers to ensure there is adequate and continuous supply of water, electricity, etc. at Addis office. 
• Maintain office premises and equipment in good order, and provide repair and maintenance as needed.

Logistics Policies & Procedures: (35%)

• Solicit feedback from field teams and senior management team to inform and craft ethical and accountable procurement practices aimed at cost efficiency, fair competition, and compliance that are in line with requirements of donors and Ethiopian laws as well as CVT’s country strategy, operational needs, and internal regulations. 
• Initiate and lead regular reviews of CVT Ethiopian logistics policies and practices, encompassing procurement as well as fleet, asset, and property management.  Update relevant forms and create templates. 
• Maintain an accurate record of current Logistics policies and procedures. Ensure all team members understand applicable Logistics policies and procedures, and be proactive in providing refresher information and/or in educating staff on any updates and changes. Respond to employee enquiries regarding policies and procedures. 
• Create and maintain asset inventory system. Streamline the tracking of asset from procurement to registration to distribution to use to return, creating a mechanism for adequate documentation for timeframe, responsible persons, maintenance records, and devaluation. Coach field logistics staff on how to keep inventory system and storekeeping records up to date. 
• Assess and review compliance with all local and CVT regulations and protocols affecting logistics activities such as authorization for procurement of certain assets, import taxation, fair competition requirements, professional or business licensures, vetting requirements, etc.. Remain current on all applicable laws, legal frameworks, and policies.  Provide training to relevant staff.

Logistics Management: (30%) 

• Prepare procurement/purchase requests, obtain necessary authorization, and receive cash/advance for the authorized procurement in Addis Ababa (AA), including procurements needed to support the operation in the field locations.
• Submit receipts and all relevant documentation to justify the spending.
• Obtain bids, or conduct market search, and procure most appropriate goods/services given the cost and quality, with necessary authorization.
• Facilitate safe and speedy transportation of equipment and materials procured for the field use.
• Liaise with the field teams to coordinate vehicle rentals, ensure competitive process, and manage the contracts. Inspect and ensure vehicles assigned to CVT is in accordance with the agreed standard prior to the deployment, regularly monitor the performance of vehicles to request the contractors for replacement/maintenance as appropriate. 
• Oversee procurement process for major purchases and contracts, including construction, ensuring fair selection process, consistent and professional monitoring of the progress, and holding contractors and CVT staff accountable for successful completion of the contracted work. 
• Supervise the work of service providers, including repair and maintenance conducted in Addis Ababa for the assets from the field, so as to ensure quality of work.
• Maintain store for supplies in AA, and issue them to appropriate staff when requested/authorized.
• Represent CVT at relevant meetings, including logistics cluster where emergency movement may be coordinated. Liaise with Risk and Safety Manager, Area Managers, and senior management staff in AA to coordinate movement of staff during crisis time, and provide guidance to the field staff on securing of assets during their absence. 
• Communicate with WFP or other relevant bodies to seek logistical support, including procurement and delivery of fuel and other supplies.

Travel Arrangements and Vehicle Management in Addis Ababa (10%)

• Oversee the movement of vehicles and fuel purchase, ensuring proper documentation.
• Ensure timely and efficient maintenance/repair of vehicles conducted in Addis Ababa, in collaboration with other drivers and senior management.
• Ensure timely purchase of vehicle insurance and keeping inspections up to date for all CVT Ethiopia vehicles.
• Make travel arrangements including but not limited to purchase of domestic plane tickets, reservation of accommodation for visitors, obtaining travel insurance as needed, and facilitation of visa application processes for staff and visitors.

Other Duties: (10%)

• Participate in other program and organization-wide activities, meetings and trainings.
• Complete administrative responsibilities.
• Perform other duties as assigned.

• BA Degree in Logistics and Supply Chain management, BA Degree in Procurement, or related field.
• Minimum 5 years of experience working in a similar setting for INGOs. Combination of relevant educational background and experiences may be considered.
• 3rd Grade driving license.

Preferred education, experience, certificates, licenses or registrations

• Experience working with interdisciplinary teams.
• Good knowledge of at least two of the following fields: electricity/HF-VHF-satellite communication systems/4x4 vehicle mechanics.

General conditions 

• Maintain neutrality regarding any sensitive issues such as religion, ethnicity, disability, minority or 

political affiliation 

• Strong commitment to serve beneficiaries of CVT’s project regardless their religion, gender, minority affiliation or ethnic/political background 

1. Is strictly committed to respect CVT’s confidentiality policy and refrain from using any information that s/he will know about a client outside of CVT 
2. Will not approach (potential) beneficiaries for their involvement in non-CVT activities without prior approval of CVT supervisor. 
3. Keep absolute confidentiality on all information managed. Obligated to report any information to the supervisor when the security of CVT staff and/or of CVT beneficiary might become an issue. 
4. This job profile can be adapted and changed according to the evolution of CVT activities. 
5. Regular work week is Monday through Friday

Competencies (Knowledge, Skills and Abilities)

Required:

• Demonstrated success in asset management, including managing multiple and competing priorities, coordinating individuals and teams, developing processes, and change management.
• Ability to provide effective leadership for a team, including skills to manage cross-cultural teams, problem-solve, make sound and implementable decisions, and address disciplinary and performance concerns fairly and timely.
• Ability to work independently and as part of a diverse team, maintaining cultural sensitivity and awareness in working with diverse staff.
• Ability to maintain transparency and accountability whilst preserving strict confidentiality, demonstrates self-awareness and desire to learn, fosters positive team dynamics, manages constructive feedback and expectations 
• Excellent communication, organizational, people management, facilitation, conflict management, arbitration, negotiation, time-management, and analytical skills.
• Be detail- and result-oriented, and a self-starter.
• Advanced knowledge of Microsoft Office software with at least one HR management software.
• Fluency in English and Amharic.
• Ability to consistently promote and represent a humanitarian and human rights understanding of their work internally and externally, including promoting acceptance of differences and non-discrimination. 
• Commitment to and role modeling of human rights approach including: maintaining respect regarding any sensitive issues such as religion, minority or political affiliation and treating colleagues equally regardless of differences. Strong commitment to serve beneficiaries of CVT’s project regardless their religion, gender, disability, minority affiliation or political background. 

Preferred:

• Ability to communicate in Tigrigna, Nuer, Agnuak, Agonya, or other languages spoken in CVT operation areas.

Terms of employment: The contract is effective from September 1, 2024 through August 31, 2025 (60 business days of probationary period) with a possibility of continuation depending on funding availability and performance

How To Apply

Please write an English letter of application stating clearly, what motivates you to apply for the above position and how your qualifications and experience are relevant to the post. Include a copy of your CV, application letter, and the names and contact information of three references. Do not bring original documents, as these will not be returned to you. Submitting false information will result in your application being disqualified. 

Please submit applications with the subject title “Logistics Manager Position Application [Your Name]”: 

 Please e-mail applications to cvtethr@cvt.org, E-mails with attachments should not exceed a total of 1MB. 

Shortlisted candidates will be invited for a written exam and interview. Late or incomplete applications will not be considered. 

Closing date for applications: August 12, 2024 before 5:00pm 

Qualified female candidates are strongly encouraged to apply. 

CVT has a zero tolerance to Sexual Exploitation and Abuse of beneficiaries. Protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility and all staff are required to adhere to the Code of Conduct, that enshrines principles of PSEA, always (both during work hours and outside work hours).