Procurement
Receives requests for goods and services (purchase requisitions) and ensures their completeness/ compliance before they are processed;
Advises requestors about product description and specification, prices, lead times and availability, promoting standardization, value for money and economy of scale;
The Logistics Assistant will escalate large procurements (above ETB10,000) to the operation Office Logistics team; s/he will route and follows-up on the purchase requests then upon delivery of goods to the office, s/he will be in charge to organize adequate space and documents to receive the items then assists in distribution of the materials in the office.
Timely collects of Performa invoices (quotes) for small purchases below ETB10,000 as per the approved purchase requisition for goods and services and the Procurement Guideline and forwards them to his immediate supervisor;
Reports any difficulties (sourcing, stock outs, unavailability) immediately to the supervisor and consults the requestor when needed;
Vehicle Management
Safety and Security
Organizes appropriate facilities related to safety and security, such as fencing, locks and key management, firefighting equipment, escapes, etc. and makes sure that they are maintained/checked/ refilled timely;
Supervises the office compound guards, evaluates their performance and arranges optimal working conditions; makes duty schedules and performs overtime and leave administration;
Ensures the proper functioning of rainwater drainage and ground facilities including pavements and walkways;
Brings any unsecure and/or unsafe situations and behaviour immediately to the attention of the Project Coordinator and Emergency PA Logistics Coordinator; reports incidents/accident immediately via telephone or email to the SNNP Program Area and Country Office Security Focal Point.
Stock Movement and Store Management
The Logistics Assistant is in charge of the of the daily store management operation in the operation office.
S/he will coordinate loading and unloading trucks, stocking shelves, organizing store room, transporting and delivering items within the office as well as preparing basic paper work.
Plans storage area before the incoming goods arrive, during unloading – checks and counts the incoming goods against the purchase order and supplier invoice or dispatch documents from the Program Area Office
Prepares goods receiving note as directed and distribute the documents without delay.
Coordinates dispatch and distribution of goods, arrange the goods for issues and loading to their destination; prepares distribution documents in coordination with the immediate supervisor and Program staff.
Prepares issue voucher for goods and materials requested by users as directed by his/her supervisor.
Make entries of goods received and issued in the bin card on daily basis
Diploma or above in Purchasing and Supplies Management, Store Management, Business Administration or related field.
Minimum of 3 years relevant work experience in INGO environment in emergency programs.
Substantial experience in logistics.
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