Oversee management of procurement and other emergency logistics to ensure goods and services are purchased in time to facilitate emergency project implementation at the same time ensuring the organization receives value for money.
Approves the execution of stock and purchase requisitions following the organization’s endorsement guidelines and escalating when required;
Approves the purchasing schedules proposed by the emergency staff as well as the stock replenishment strategies;
Coordinates the drafting of an annual (or project) Procurement Plans for the Sub Offices in conjunction with all stakeholders (PAM, Emergency Programs Heads, Emergency Project Coordinators) and reports about progress
Gives feedback and advise on the Procurement Plans of the emergency projects in Assosa Sub Office
Ensures the correct implementation of the Emergency Procurement Guidelines and other Procurement Guidelines, oversees open and closed tender procedures and performs bid analysis together with the Tender Committee;
Coordinates with the Country Office when necessary for emergency procurements and follows up purchase status with the support of the Head of Logistics and Administration.
Maintains an up-to-date emergency suppliers list and submits the list regularly for revision and endorsement to the Tendering Committee, PAM and approval by the Country Director.
2 . Transportation and Fleet Management
Performs regular needs analysis with regard to transportation for the Emergency activities at the Benishangul Regional Office, monitors service levels, taking appropriate action when necessary;
Proposes fleet measures (additions and subtractions) for the emergency projects in Assosa through rentals and advises about overhaul and/or retirement of vehicles;
Follow-up on transportation issues forwarded by the emergency projects;
Approves and signs weekly/monthly logbook, trip, and fuel records, monitors utilization, maintenance and fuel consumption for all emergency vehicles in Assosa;
Maintains a vehicle inventory for the PA and advises about vehicle allocation.
Prepare emergency fleet management reporting on monthly basis.
Carry out a monthly analysis on emergency vehicle usage for decision making;
Coordinate with CO to procure insurance covers for vehicles and staff in Assosa to ensure reduction of risk to Plan assets and staff.
Ensures the annual vehicles inspections of Assosa vehicles are timely done.
3. Asset Management
Owns the offices fixed asset and stock inventories; ensures their completeness and regular updating and is able to report at any time on the technical condition, maintenance needs, life time/expiry (replacement/retirement), usage and returns of all physical assets including vehicles, (rented) compounds, buildings and their technical infrastructure;
Prepare and update a computerized fixed asset retention list and report to the Logistics Unit for disposal (vehicles, furniture and equipment) to avoid loss and misuse of Plan assets.
Standardized report to be utilized internal and external users.
4. Safety and Security Management
Review security aspects of all new and existing projects periodically.
Ensures that all emergency and refugee compounds are properly guarded and secured, both in terms of staff as well as facilities (fences, gates), takes appropriate corrective action when needed;
Gives advice about and assists with guarding/security issues related to emergency office compounds in consultation with the concerned staff;
Issues guidelines and work instructions for guards working in emergency projects (entrance/exit policies, gate-pass policy, rules of engagement etc.) and ensures their proper implementation.
5. Technical Management
Ensures the proper functioning and operation of technical installations for all emergency and refugee projects (water, electricity, drainage) including back-up power; voice- and data installations in close collaboration with the ICT Unit.
6. General and Staff Management
Ensure the emergency logistics related budget is available and well managed for effective and efficient operations.
Assists with the budgeting of the emergency logistics department’s activities and performs budget-control for the Assosa Sub Office.
Develops and updates a unit planning of measurable objectives and results, monitors progress and takes effective action when needed; reports on monthly basis to the Country Office Logistics Department and Sub Office Manager;
Holds daily (plenary), weekly (one on one) meetings with key staff; ensures minute-taking, record keeping and the timely and systematic follow-up of action points;
Promotes and abides by Plan policies and procedures including but not limited to: Gender equality mainstreaming, Child Protection Policy; Code of Conduct and the related mandatory reporting responsibilities.
A minimum of BA degree in Business Administration, Logistics Management or related field
with five years of practical experience in the position in similar organization.
Knowledge:
Substantial knowledge and experience in logistics, including procurement, supply chain, fleet and inventory management
At least three years of experience in working as logistician in emergency programme areas
Previous experience in security management
Previous experience of managing and developing a team and the ability to lead, motivate and develop others
Ability to analyses information, evaluate options; think and plan strategically
High level of communication both written and oral.
Excellent Knowledge of Computer applications like Excel, Word, Access and Power point.
Skills Specific to the Post:
Logistics management and reporting skill.
High level facilitation skill.
Knowledge in bank correspondence and mode of payments.
Supervisory skill.