The Logistics and HR coordinator will ensure an effective and accountable logistics and Human Resource support system is in place in line with the Save the Children’s global as well as SC-Ethiopia’s national policies and procedures of the field office. The post holder will also be responsible for the overall coordination and implementation of an effective recruitment, staff development, performance management, procurement, fleet, warehousing and asset management practices of the field office.
KEY AREAS OF ACCOUNTABILITY:
The post holder will accountable for two function logistics and Human Resource
Human Resource Responsibilities
Ensure consistent compliance of HR policies and practice in the Field office. This includes compliance with both employment law and Save CI country and global policy and provides necessary support and training to managers in the field office; work together with Addis Ababa hub to provide effective support to field offices.
Effective and transparent management of recruitment from entry to exit which includes proper and transparent selection process, proper documentation, induction and exit interview. This also includes ensuring that all recruited staff have a current contract of employment and comply with all HR policies and practice, local labour law and SCI policies;
Work with field based managers to ensure that performance management is institutionalized within the organization and provides timely and appropriate information to feed into the development of the annual HRD plan;
Work closely with programs and filed offices to plan and execute staffing needs;
Ensure the provision of good quality, appropriate and clearly communicated advice to field based Managers on aspects of general HR functions;
Advising and coaching managers on people management matters and complying with
Employment law.
Conducting disciplinary/ grievance meeting at the field office level and support the field Admin and HR officer to effectively deal with disciplinary and grievance issues
Ensure that staff benefit management is handled properly at the field office level
Ensure that HR report is submitted to Addis Ababa hub on time;
Ensure a complete timesheet is submitted to the hub;
Ensure that all newly hired staffs are vetted before formal offer is extended;
Ensure that list of all newly hired staff under the Hub are sent to CO HR department/Addis Ababa hub so that they can be registered in Life Insurance scheme on time;
Responsible for ensuring newly hired staff under the field office gets on time induction that includes but not limited to Child Safeguarding , Fraud Awareness, Safety & Security ,about job role and departmental induction;
Build a system where managers are setting probationary objective for newly hired staff:
Using developed tracking system monitor setting of probationary objective to newly hired staff and ensure staff performance result is properly tracked and communicated to CO HR department;
Logistics responsibilities
Coordination and Support to Programmes
Implement Supply Chain strategy developed by the Country Office concerning the Area Operations;
Work with Country Logistics Director, CO Supply Chain Specialist and Addis Ababa hub Logistics Coordinator to setup framework agreements;
Plan and implement an effective purchase order management system at the field office level and organize schedules for bulk and economical purchases;
Coordinate and make certain that all logistics requirements are delivered in accordance with timescales set and agreed with programme managers;
Regularly review programmes logistical requirements and ensure that programme works are carried out in the most efficient and cost effective manner;
Provide support and work closely with the program/ project heads in developing procurement plan;
Prepare and submit scheduled monthly area logistics (Procurement, Fleet, asset & warehouse) reports to the country office and Addis Ababa hub;
Logistics support
Ensure that Save the Children’s logistics standards and systems are fully addressed and procedures are adhered as per the guideline of warehousing, supply/stock movement control, freight management, asset management, as well as documentation, filling and reporting mechanisms are to the standard and fully implemented in the field office;
Assist in conducting market survey of goods, services and works and establishing vender registration database, and framework agreements for commonly procured items in the region;
Coordinate and manage all procurement requirements and provide adequate and timely logistical support to the field office including timely transport and delivery of services and supplies;
Responsible for assessing and advising on logistical needs for new and existing projects in collaboration with all program and project team;
Ensure compliance with donor rules and SCI procedures for warehousing and inventory management;
Establish and maintain accurate and up-to-date fixed asset register records in the field office
Directly involve in the tender management of high value transaction and construction works;
ensure accountability to donors and beneficiaries through implementation of regular reporting and strong control mechanisms;
Staff management
Directly lead, manage and motivate fleet, procurement, Admin and HR staff, and store keeper of the field office and ensure that they have clear work plans and objectives and receive regular supervision and reviews; Build their capacity through the use of effective training, performance management frameworks and development plan.
Reporting
Preparing a monthly ‘Logistics Report’ to the Logistics Director, Programme Operations Director, and Program Operations Director-AA hub detailing all logistical activities including procurement trackers, vehicle performance & fuel, stock reporting, asset register updates, staff issues, and other relevant information;
Job Requirement
QUALIFICATIONS AND EXPERIENCE REQUIRED
A minimum of 5 years experience in management of Logistics and HR in the NGO environment.
BA degree or equivalent in management, Development Studies or other social sciences ;
Diploma/certificate courses in Logistics and Supply Chain strongly preferred;
A good understanding of Basic service programs and a working knowledge of the Country program priorities;
Substantial experience in logistics, including procurement, supply chain, fleet management & inventory;
Sound knowledge of Country’s Labor Law and Human resource management;
Ability to analyze information, evaluate options and to think and plan strategically;
Excellent interpersonal, communication and presentation skills;
Fluency in written and spoken English;
Ability and willingness to change work practices and hours, and work with incoming teams in the event of major emergencies;
Commitment to and understanding of Save the Children’s aims, values and principles including rights-based approaches;
Willingness and ability to travel extensively in country;