Job Summary
To provide effective transport & logistics support to the coordination office as well as project offices within the region. The post holder will be responsible for warehousing, procurement, and transport and asset management functions by ensuring these standards are complying with Concern worldwide logistics & transport manuals and procedures.
Competencies:
· Coordination: Coordinate the day to day transport and logistics functions so as to provide smooth and efficient service for Concern programs
· Planning: to multi-tasking and prioritizing, and able to effectively manage workload to meet deadlines
· Team work: work with other non-logs and logs team in team manner and contribute to the team so as to achieve the goal
· Integrate: Honest, encourages openness and transparency; demonstrates highest levels of integrity
· Communication: Actively communicate with the team and update any warehouse issues
· Values diversity, sees it as a source of competitive strength
Functional activities & responsibilities
1. Ensure good and transparent procurement systems are in place and ensure procurement functions are comply with Concern procurement manual and procedures.
2. Ensure for proper implementation of Donor’s procurement rule and requirement.
3. Liaise with program team and ensure supply chain planning (procurement plan) is prepared and submitted to head office and ensure procurement are executed accordingly.
4. Ensure framework supply & service agreements are signed for frequent purchase goods and services for the purpose of smooth program implementation.
5. Review procurement plans regularly and conduct consolidated purchase.
6. Coordinate suppliers’ prequalification process together with the procurement committee following the set guidelines and ensure the supplier list is regularly updated.
7. Organize and lead the procurement committee and make sure the committee members are familiar with Concern’s procurement manual and procedure.
8. Draft and prepare call for bid and bidding documents when dealing local tender
9. Ensure the availability of a preferred suppliers list and pricelist following a standard articles collection/assortment and make sure that the lists are regularly updated.
10. Ensure regular market survey is conducted for the price and goods as to ensure Concern is continually getting value for money from the pre-qualified suppliers.
11. Manage Concern’s relationship with all vendors/suppliers including timely payment settlement.
12. Ensure departments and including field offices are regularly updated on their purchase request status.
13. Ensure all procurement record (softy and hard copy) are timely updated and maintained so as to promote openness and transparency at all times.
14. Produce monthly procurement status report.
1. Ensure good inventory/warehouse management systems are in place and ensure Concern’s and donors’ warehouse/inventory management standards/policies comply with the manual and procedures.
2. Coordinate purchased program supplies and sure goods/commodities are delivered to the program in timely manner.
3. Collect weekly/monthly stock report from Coordination office and project storekeepers and verify the reports against the physical count.
4. Ensure store documents are adequately utilized in all time.
5. Follow up dispatched goods for their safe arrival to the field offices.
6. Maintain good stock records systems and make sure all relevant information are shown on the stock and bin cards as per Concern and donor’s guideline
7. Produce a weekly and monthly consolidate stock report and conduct a regular sample stock count and do the necessary correction/measure.
8. Ensure annual general stock count is done in accordance with Concern Worldwide- Ethiopia inventory management guidelines.
9. Responsible for effective management of Coordination and project offices low and high value assets and ensuring that all assets are secured, tagged, recorded, tracked, and monitored through an efficient and effective asset management system.
10. Ensure regular fixed asset count & verifications are done in Head office
11. Manage low value asset disposal process and ensure the process is done in accordance with the asset disposal guideline.
12. Prepare monthly and quarterly consolidated asset verification report.
Transport
· Oversee Coordination office transport functions and ensure organizational resources are effectively utilized and adhered to CONCRN transport manual and standards.
· Ensure all authorized vehicles operators or vehicles users are using the resources according to the transport rules and procedures.
· Ensure only authorized vehicle leave the office and track/record vehicles movement on movement board.
· Establish smooth relationship with external suppliers (fright service providers) as to ensure efficient and effective service from them.
· Advise program managers to choose cost effective and safe transportation systems from available alternatives.
· Provide remote and on-site technical support/advise to field office logistics personals
· Ensure all rented driver are familiar with Concern transport policy and standards
· Ensure all office vehicles are covered under comprehensive and compulsory third party Insurance and ensure accident claims are timely settled.
· Ensure all vehicles are annually inspected and entitled for road worthy certificate from ERTA
· Ensure office vehicles and Generator are serviced in accordance with CONCERN and manufacturers’ preventive service and maintenance standards.
· Ensure periodical service schedule and monitoring system for all vehicles and Generator is in place and follows for the implementation.
· Ensure standard fast moving spare parts and consumable lubricants are stocked and follow –up for timely replenishment before being stock out.
· Ensure all transport records (softy and hard copy) are timely updated and maintained so as to promote openness and transparency at all times.
· Ensure and implement health and safety procedures/standards are meet for all owned and rented vehicles as well as in house vehicle maintenance workshops.
· Produce monthly fleet report for program vehicles and ensure the report highlight the 7 KPIs
· Prepare quarterly and yearly consolidated fleet status reports
Skills, Qualifications, Experience and Attitude Required