Save the Children is an exciting and dynamic organization that follows a holistic approach to achieve more for children and use its resources in an efficient and sustainable way. In every programming we aim to achieve results at scale, build partnership to influence others and increase our impact; look for innovate solutions to the problems children faces, campaign for better practice and ensure that Children’s voices are heard.
Save the Children is an organization for talented people with different backgrounds and perspectives. We are proud that our people are representative of the children we work with and we thrive on our diversity. We are an equal opportunity organization dedicated to our core values of Accountability, Ambition, Collaboration, Creativity and Integrity. Our culture is embedded in these values, along with a strong commitment to our Child Safeguarding Protocol, ensuring that all representatives of Save the Children demonstrate the highest standards of behaviour towards children both in their private and professional lives.
Save the Children, offers sound employment conditions with opportunities for personal growth and development. If you are interested to work in an organization that is determined to achieve dramatic change for the most vulnerable children, we encourage you to look through the job profile below.
Job Title HR & Logistic Officer Code SCI/BFO/054/18 Place of Work Robe-Bale Zone Program/Unit SIDA RRM IDP Monthly Salary in ETB As per the scale of the organization No. of Positions 01(One) Length of Contract 5(Five) Months
KEY AREAS OF ACCOUNTABILITY /Job Description/:
1. Admin Management: a) Facility management like overseeing tidiness of the office and regular maintenance b) IT tasks as deemed appropriate c) Organize systematic induction to all staff and visitors as appropriate on administrative requirements d) Facilitate all travel arrangement support to visitors, consultants, guests from both the field and from overseas including hotel bookings, travel arrangement, etc e) Maintain the efficient provision of administrative services: telephone, generator, etc and monitor the cost efficient utilization f) Secure, replenish and report work place safety and security mechanisms: fire extinguishers.; first aid kits; fire exit and fire exit clearance, fire alarm system etc g) Proactively administer the office operational services: utilities- water, electricity, telephone, refreshment; sanitation; office equipment’s – stationery replenishment; hotel bill; contractual management with different service providers etc. h) Efficiently manage office refreshment provisions, utilities and cleaning services, put a quarterly purchase request to using replenishment level monitoring mechanisms and manage it in a cost effective manner i) Conduct periodic visit to woreda offices to train about administrative standard operating procedures and to monitor facilities are maintained as per the established SC standards
2. HR Management:
(a) Manage the HR (Guards, drivers, office assistant and store keeper) and any additional HR or administrative staffs who are hired, supporting respectful and positive working relationships. This is to be achieved through leadership, team building, day-to-day support and capacity-building. (b) Support the HR in site-level recruitment processes and ensure that relevant staffing structures in all operations departments are in place and are reflective of appropriate gender balance. (c) Support the HR to promote professional development by identifying training and capacity building opportunities and ensure protection staff is well versed in SCI code of conduct, accountability, and prevention of sexual exploitation and abuse. (d) In collaboration with the Field Office Manager, and hub human resources department, ensure staff objectives are set and that evaluations and performance reviews are conducted on a regular basis. (e) Supervise and coach the project store keeper, drivers and other support staff; (f) Ensure for timely effort and timesheet reporting and ensure that timesheet is filed in personnel file and that the manager and staff member has signed on it; (g) Ensuring that all staffs personal file contains necessary information, ensure that employment letter, and other staffs related letters (contract extension, transfer, promotion, salary adjustment, etc) are properly signed by staff; (h) Ensures proper implementation of policies and procedures in relation to Human Resource Management (i) Ensuring that all staffs acknowledgement certificate on Child safeguarding, safety & security & rest of Core polices is read & signed & documented in each personal files. (j) Provide induction for all newly recruited staffs (k) Make sure that staffs leave balance is properly recorded on soft and hard copy 3. Logistics Management:
(a) Ensure that procurements are carried out in accordance with SCI policies and guidelines [Ensure and keep complete transaction documents from PR to final payment for each transaction]; (b) Ensure the purchasing efficiency of the field office; (c) Get list of suppliers and organize suppliers’ data base for each category of procurement items; (d) Strengthening the warehouse, stock and assets management of the field office: [Update asset data base regularly, Asset tagging & coding, updating Bin cards regularly, Reconciliation of stocks, Providing warehouse reports] (e) Prepare procurement tracker weekly, and share with BHs/area hub every week (f) Document all procurement activities from initial request to payment request stage. (g) Check PR detail specification, codes, and sequentially give number to PR and purchase order (h) Ensuring supply chain efficiency; (i) Liaise with the logistics unit for timely procurement and supply of equipment’s, materials and furniture to the project team; (j) Ensures a quality stock supplies management including timely request from main stores, its transport, on site management and distribution; (k) Conduct regular weekly warehouse supervision
4. Fleet Management: (l) Facilitates all logistics and transport demands for the field office projects; (m) Maintain and develop vehicle database where cost center based fleet utilization, fuel and maintenance management can be computed on a regular basis. (n) Maintain file for all vehicle which comprises detail vehicle history, ownership certificate, maintenance cost, technical examination certificate, accident encountered and insurance policies and procedures. (o) Supervise drivers on their day to day activities and ensure staffs are getting best service. (p) Ensures timely maintenance of vehicles and keep each vehicle in a condition that is ready to use at any time needed and follow and control each vehicle’s service A, B, C, and D schedule. (q) Supervise and control weather all drivers are properly filling their log sheet. (r) Ensure every staffs are properly filling their vehicle plans, submitting as per the standard and they are assigned with appropriate (s) Carefully mange every vehicle movement both within and outside the town. (t) Prepare payment sheets for light vehicle rental and truck rental companies and facilitate its payment timely. (u) Report accidents immediately to the hub and take timely action in reporting to the insurance Company. (v) Fill and compile movement tracking sheet for every travels and update to the senior logistics coordinator. (w) Collect and compile monthly fleet analysis tool and submit to the hub logistics. 5. Other KPIs: (a) Providing orientations on Child Safeguarding for new staffs and provide refresher trainings; (b) Ensure for timely reporting of any suspected/concerns on fraud and child safeguarding issues; (c) Weekly report the security situations in program implementation area; 6. Reporting: (d) On monthly basis Follow up ER, medical and leave report and summit to HR; (e) Monthly basis submits warehouse report to logistics unit; (f) Monthly basis produces fleet report and submit to logistics unit (g) Update HRIS newly Hired, terminated staffs & any change on staff’s profile & leave & medical balance (h) Prepare and submit regular monthly and quarterly administrative activity reports to the field office
Job Requirement
QUALIFICATIONS AND EXPERIENCE
• Bachelor’s Degree in Management, Business Administration, or related field • Experience of minimum of 2 years’ in management of HR, and procurement/Logistics in the NGO environment, including significant field operations experience • Reasonable level of proficiency to read, write and communicate in English • Broad understanding programs management and operations • Ability to work independently and take personal initiative • Strong supervisory management skill • Strong interpersonal skills • Excellent computer software skills • Qualified female candidates are highly encouraged to apply