The Logistics and Administration Officer is held accountable for the following specific deliverables:
Logistic and Administration Officer is responsible to supervise drivers, Security Guards and office Attendants
Responsible for sourcing of products, collection of quotations/proforma and performing purchase transactions.
Ensures that purchased items and services meet the stated requirements and takes care of delivery to the field office.
Collection of information about suppliers and market conditions and reporting supplier details, product lists and price lists to the Project coordinator and PA Logistics Coordinator.
Performance of transparent transactions, purchasing and delivery of goods and services within prior agreed lead times and ensures that all purchases are properly documented. Prepare a weekly overview of requisitions processed and outstanding, including lead times;
Providing oversight of the overall procurement and supply chain management; fleet management; property and fixed assets management, inventory management, and risk and security management of the field Office,
Receiving, checking and authorizing weekly and monthly rental vehicles plan
Receives requests for goods and services (requisitions) and ensures their completeness/ compliance before they are processed;
Coordinates the collection/delivery of goods, including adequate record keeping (GRN, GIN)
Settles all payments and/or cash advances with legal VAT receipts daily.
Approves and signs weekly/monthly logbook, trip, and fuel records, monitors utilization, and fuel consumption for all rental vehicles in field-Office;
Maintains a vehicle inventory for the Emergency Project and advises about vehicle allocation.
Prepare the field-office fleet management reporting on monthly basis.
Carry out a monthly analysis on office and rental vehicles usage for decision making;
Ensures the annual vehicles inspections of sub-office vehicles are timely done.
Procurement Role;
Responsible to implement all procurement process in accordance of PIE procurement SOP
Responsible for the follow up and compilation of the sub office procurement plan from each budget holders timely
Responsible to procced purchase of goods & service as per approved purchase requisition
Responsible for sourcing of products, collection of quotations/proforma and performing purchase transactions.
Ensures that purchased items and services meet the stated requirements and takes care of delivery to the Program Area office.
Collection of information about suppliers and market conditions and reporting supplier details, product lists and price lists to the field-office Manager and PA Logistics Coordinator.
Performance of transparent transactions, purchasing and delivery of goods and services within prior agreed lead times and ensures that all purchases are properly documented.
Prepare a weekly procurement status report and communicate to all requesters
Closely work with the Procurement Committee of the field Office to ensure value for money of procurements.
Support in different procurement specific country wide initiatives as advised by the PA Logistics Coordinator
Fleet management role:
Responsible to manage all Sub-office vehicles and motorbikes in accordance of PIE fleet management policy
Responsible to assign sub-office vehicles to the requestor based on scheduled planned and priority of field-office operation
Responsible to check and sign each vehicles log-sheet every week
Responsible to follow maintenance of field-office vehicles in accordance of manufacturer manual for periodic service and regular maintenance
Responsible to follow fuel consumption of each vehicles and motorbikes and report to PA if any abnormal fuel consumption observed
Responsible to follow annual inspection and insurance policy renewal timely
Responsible to submit fleet report monthly base to OPA
Responsibility to follow up rental vehicle deployed to the sub office
Support PA Logistics Coordinator in country wide Fleet initiatives
Asset management tasks
Responsible to prepares inventory lists for items at sub-office level
Timely update fixed asset registration according to the organization asset management policy
Follow up recording and tagging fixed asset timely
Responsible to undertake periodic inventory for fixed asset and other consumables item in the store
Ensure that storage areas, facilities and equipment meet the minimum requirements and standards.
Responsible to supervise all store transactions are carried out in compliance with the store and fixed assets guidelines.
Responsible to follow regular store documents, and properly documented completed pads of any GRN and Issue vouchers.
Office Administration
Process purchase of office supplies on quarterly bases
Responsible to process staff mobile card purchase requests and distributions Monitor office security generator and other office utilities
Follow up staff Annual Leave balance and staff Issues
Deal with the building owners and facilitate office rent agreements and payments in cooperation with PA and CO Logistic department
Follow the payment of office utility bills such as telephone. Broad band internet, electric and others on monthly bases.
Supervisory role;
Logistic and administration Officer is responsible to supervise drivers, Security Guards and office Attendants
Knowledge, Skills, Behaviour’s, Communication and Experience
Bachelor’s degree/ in Business Administration/logistics Management, Purchasing/Supplies Management or related field.
Minimum of 5 years relevant experience for diploma holders and 3 years relevant experience for BA and relevant work experience in INGO environment, involving in the procurement of both emergency and development programs.
Substantial experience in procurement.
Skills Specific to the Post
Strong negotiating skills.
Good interpersonal skills.
Proficient in computer skills and use of internet and other applications.
Able to work with minimum supervision.
Excellent verbal and written communication skills; both in English & Amharic