Title: Administration & Logistics Officer
Reports To: Admin and HR Manager
Supervises: Store Keeper, Office Assistant, Driver/Logistics Assistant
I. JOB SUMMARY
The purpose of Admin. & Logistics Officer position is to facilitate and support the efficient, smooth and cost-effective operation of the Transform Health Developing Regions (HDR) project in the area of property management, logistics, and transport and security services. The position is based in Addis Ababa with occasional travels to regional offices (ROs).
II. RESPONSIBILITIES AND TASKS:
Logistics and General Services
§ Assists the Administration & HR Manager in inventory, stores and supplies management;
§ Follows up service orders, shipments forwarding and clearance and ascertain availability of transport for delivery to users;
§ In coordination with the Administration & HR Manager and all concerned units, supports the Transform HDR regional offices with all operational issues and facilitate services to fill any gaps and needs at the regional offices;
§ Assists the Administration & HR Manager in managing office leases and communication with lessors and follow up the renewal period as appropriate;
§ Assists the Administration & HR Manager in handling Memorandum of understanding with DPPA, MOH and Regional Health Bureaus and follows-up license renewal and submission of necessary annual reports to the respective government entities;
§ Deploys and manages of vehicles and drivers at the central office and follows up the proper execution of designated responsibilities;
§ Handles the insurance for vehicles, property and renewal of policies annually;
§ Handle and facilitates the processing of passport, visa, and other travel documents for all staff and work permit for expatriate employees of the Transform HDR project in particular, and for the organization in general as required;
§ Assists Staff members and travelers from abroad facilitating workshop and trainings;
§ Coordinates with the Administration and HR manager in handling travel logistics such as hotel accommodation, air ticket reservation including meeting hall reservations;
§ Supervises and ensures safeguarding of properties, compound security, and work place safety;
§ Manage office supplies and take responsibility for office equipments i.e. overhead projector, camera, LCD and the laptops;
§ Handles the timely maintenance and repair of properties, communication facilities, office furniture and other equipments, water and heating system, toilets and sewerage pipes, office electrical appliances at the office and residences of expatriate staff, etc.;
§ Supervises and ensures the cleanliness, preventability and safety of the work place at all times.
§ Responsible for ensuring the safety and appropriateness of the organizational stores in Addis and the regional Offices by providing support to the store keepers;
§ Ensures proper store management system is in place, documentation is properly kept and store items are well documented.
§ Involve on annual and periodic physical inventory counts and reporting;
§ Provides logistics assistance to all staff when the need arises under the close supervision of the Administration & HR Manager.
Transport:
§ Coordinates and facilitates vehicle requests, assigning and dispatching vehicles according to priorities and needs of users;
§ Handles proper coordination of staff travel planning and implementation;
§ Facilitates the provision of efficient transportation service depending on the requirement of the activities and ensures that vehicles are handled with care and maintained regularly;
§ Makes sure that log books are completed by drivers on time and adhere to the transport service guide lines of the organization;
§ Prepares regular vehicle status reports for USAID funded Transform HDR vehicles and submit to his/her supervisor;
§ Makes an arrangement and ensures that all vehicles of USAID funded Transform HDR undergo annual inspection on time;
§ Provides assistances to ROs in arranging maintenance of USAID funded Transform HDR vehicles and transport related issues.
§ Supervises, leads guides and supports the Store Keeper, Office Assistant, Driver/Logistics Assistant;
§ Completes all performance management activities including: performance planning, monitoring, and annual performance appraisals.
§ Ensures uniform requirements and proper office attires are strictly followed;
§ Completes his/her own performance planning, monitoring and annual performance appraisals based on this job description, and as described in the HR Policy and Procedures manual.
§ Undertakes any other activities as requested by the Administration & HR Manager.
III. Qualification requirements
§ BA degree in management or business Administration
§ At least 5 years of relevant experience
§ Understanding on USAID Procurement Rules and Regulations
§ Demonstrated skill in multitasking, meeting deadlines and working under tight schedules
§ Ability to interact and deal with people patiently and politely
§ Excellent planning, coordinating, and facilitation skills
§ Excellent communication skills;
§ Very good computer skills;
§ Good knowledge of written and spoken English;
Please quote the position in the subject matter and send your CV and application letter which should include contact detail of three work-related referees, including your current supervisor and HR person at ETrecruitment@Amref.or until June 30, 2017
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