Job Title:
| Logistics and Admin Officer |
Reports to:
| Regional Manager |
Direct reports:
| Program area |
Liaises with: | HO RRM team, Systems team, Somali woredas’ team, Suppliers/vendors, Concerned Gov’t Offices |
Job Location:
| Jigjiga
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Contract Details:
| Fixed term |
Job Purpose:
The job holder is responsible for providing effective logistics and HR support for RRM and other projects being implemented in Somali region; capacitate woreda LAF Officers and assist the Regional Manager on security related matters.
Main duties & Responsibilities:
Transport, Logistics and security
· Ensure all transport and logistics functions in Concern's project Somali woredas are implemented in accordance with Concern transport and logistics policy and procedures.
· Ensure locally rented vehicles are checked properly before depart to the woredas, and check all required health and safety equipment like: first aid kit, fire extinguisher, spare tires, shovel and other basic recovery tools are available in each vehicles.
· Ensure all rented drives are well briefed about Concern’s policies before they depart to their assigned location like; transport policy, HR, P4 and SOPs and other information as required
· Ensure office vehicles are serviced timely and periodically as per Concern’s vehicle maintenance standards, and track each vehicles’ service schedule.
· Process office vehicles maintenance payments in accordance with the agreement labour rate
· Ensure for availability of fast moving spare parts stock for office vehicles and replenish the stock before stock out
· Maintain proper file for office vehicles maintenance and log sheet records
· Collect log sheet Concern’s vehicles in each months and produce transport reports including the 7th KPIs and analyse each vehicle’s fuel consumption and maintenance costs and carryout further investigation for those vehicles show poor fuel consumption performance and high maintenance costs. When necessary seek advice from head office transport team.
· Collect log sheet for rented vehicles and check the log sheets are properly completed before sending to head office for payment and analysis each vehicle’s fuel consumption and carryout further investigation for unusual fuel consumption performance and take corrective action includes replacing the vehicles.
· Report security or vehicles incident/accident timely to SD and follow up and process vehicle accident claim with local Insurance office at Jigjiga level in collaboration with head office transport team.
· Organise transport service for Concern visitors from to airport , within Jigjiga and Woreda offices
· Facilitate locally requested freight transport service procurements in line with Concern’s procurement procedures.
· Manage coordination office driver and ensure vehicle is used for Concern’s work only.
· Ensure Woreda (rented and Concern vehicles) are parked at Concern office during their time in Jigjiga
· Facilitate fuel refilling in Jigjiga and ensure the refilling process observes Concern’s fuel refilling procedures
· Facilitate local procurements and ensure the procurements are done in line with Concern’s procurement and finance policy and procedures
· Follow up head office procurements for RRM Somali woredas and update the progress to the woredas program and support team
· Follow up program deliveries shipped from head office and track the trucks until it reaches to the woredas
· Ensure all assets in Jigjiga and Woreda offices are registered, tracked and reported to head office quarterly
· Ensure Coordination office has sufficient office supplies stock and replenish timely before stock out
· Ensure In-kind donation received from WFP, CRS or other donors’ are recorded and reported on monthly base
· Collect stock reports from each Woredas then review , consolidate and send to Head office every month
· Support the RM in ensuring that all visitors visiting Jigjiga office and woredas are received security briefing in their first day
· Attend UNDSS or NGOs security cluster meeting/briefing and provide the necessary updates to SD & RRM managers
· Regularly communicate with woredas SFP/SFG for security information and provide the necessary advice for the team
· Report security or vehicles incident/accident timely to SD
· Track or follow up all fixed and long term contracts like: store and offices for each woredas, vehicles maintenance, freight service, rented vehicle and Jigjiga office and ensure the contract are renewed timely in line with Concern’s procurement and finance procedure
Participate in start up assessment in project woredas as required
HR & Admin Responsibilities
· Coordinate and participate in recruitment and selection of new staffs based on the scheme of delegation given to the office.
· Facilitate orientation of new staffs and ensure that they are inducted well with organizational policies, guidelines and procedures.
· Compile personal files of new hires and send to HO HR along with draft contract to be signed by the CD; and maintain copy.
· Update personnel files of all staff in the region, including all documentation as required in line with Concern HR Manual guidelines and send originals to HO HR.
· Manage and record staffs’ annual leave roster and ensure all annual leave is used within the current year. Record and manage all staff related leaves such as Compensatory Time Offs, sick leaves as per Concern’s HR Manual.
· Prepare and compile HR periodic reports.
· Follow up office rental agreement and facilitate rental payments on timely manner.
· Ensure that health and safety standards are in place for welfare of staffs.
· Monitor and follow-up on the performance (PDR) of all staff working in the Sub-office.
Other:
· Actively participate in collective exercises such as preparation or updates for the preparation for Effective Emergency Response (PEER) plan, Security Management Plan (SMP) and other Concern initiatives.
· Take active measures to address equality issues, particularly relating to gender, in programme as well as operational activities.
· Ensure the highest stands of accountability through ensuring good communication and information sharing within and outside the organisation.
· Be aware of, understand and comply with all of Concern’s policies and procedures (P4, finance, logistics, HR, security management etc).
· Contribute to ongoing security management and planning as necessary.
· Actively participate in any emergency response if called upon to do so (within the existing programme area or in a new one).
· Undertake other related duties as may reasonably be assigned by the line manager.
Emergency response
Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and Ethiopia Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.
Person specification: Essential · BA Degree in Management, Business Administration and/or related field of studies with minimum of four years relevant experience. · Profound experience in administration, logistics and HR Management · Computer literate · NGO experience in emergency contexts is an advantage · Good communication and report writing skills Desirable · Ability to communicate effectively in both oral and written English. · Understand and speak Somali language. · Good interpersonal skills and team player with sensitivity to cultural diversity · Ability to work under pressure
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