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 & Logistics Officer |
Code | 0090 |
Place of Work | Assosa |
Programme/Unit | Program Operations |
Monthly Salary in ETB | As per the scale of the organization |
No. of Positions | 1 |
Length of contract | 1 year with possibility of extension |
ROLE PURPOSE:
The logistics officer will ensure an effective and accountable logistics support systems in place in line with the SC’s global as well as SC-Ethiopia’s national policies and procedures in Assosa Filed Office. The post holder will also be responsible for the overall coordination and implementation of an effective procurement, fleet, warehousing and asset management practices under field office.
Coordination and Support to Programmes
Implement Supply Chain strategy developed by Country office concerning the Area Operations
Work with West Hub as well as country office HR Coordinator, Logistics Manager and Supply Chain Specialist to setup framework agreements and to handle other routine works that the role requires.
Plan and implement an effective purchase order management system at filed 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 satellite office managers and project officers.
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 satellite office managers and project officers in developing procurement plan.
HR Support
Ensure that an up to date employees’ file and database is maintained at the field office level
Recruitment and selection within delegated authority and induction.
Staff performance management process
Registering new employees on HRIS and effort reporting
Administer staff benefit including leave, medical and education.
Supervise and coach security guards, cookers and office attendants under supervision and ensures that their contribution to the organization is maximized;
Ensure that staff performance appraisal is conducted on time;
Produce bi-weekly and monthly HR report and communicate to the Country Office HRDD /Hub Coordinator and to the field office on time;
Submit supporting documents for all HR related transactions (if and when applicable) at the end of each month;
Work with finance staffs on monthly payroll, termination payments, education and medical benefits;
Ensure that time sheets are filled accurately and submit to the Country Office HRDD;
Prepare quarterly staff effort report;
Ensure that all staff took orientation on child safe guarding, update the record, and report to child safe guarding department and HRDD on timely manner;
Ensure proper management of employment contracts is in place. This includes renewal and/or termination of employment contracts;
Follow up and report cases of legal incidents as necessary;
Conduct induction for new staffs in a month time;
Perform other related tasks given by immediate supervisor.
Administration
Ensures that office and property of the organization are safe guarded, and the security of the organization is maintained;
Responsible for supervision of office management including, facility and maintenance of the field office and ensure that these facilities operate to the required standards;
Supervise security guard, office attendants and cookers;
Monitor the attendance of security guard, office attendance and cookers;
Monitor and supervise satellite offices’ HR and admin related activities and send up dates periodically;
Safety and security
Ensure that all staff took safety and security training in time;
Monitor staff wellness and work closely with FOM and key staffs for such cases;
Update staffs on safety and security in consultation with FOM;
Report and send update to CO HR and security head in consultation with FOM;
Child safeguarding
Ensure compliance with all aspects of recruitment processes that aim to prevent the recruitment of staff that may potentially be unsuited for work in a child-focused organization;
Ensure that staffs are recruited through a child safeguarding lens;
Ensure the child safeguarding policy standards is properly implemented in the operation.
Manage all the documentation of child safeguarding includes declaration of acceptance on child safeguarding with proper induction, criminal declaration, and police result.
Responsible on facilitating any support for responding on reported child abuse concerns;
Ensure that all staffs including temporary are aware on child safeguarding policy and signed.
Logistics support
Support the implementation of SCI Logistics Procedures and rollout Country Logistics Manual to Assosa Field Office and satellite offices.
Ensure that SCI’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 and satellite offices within the remit of the West Hub Logistics.
Conduct regular regional market survey of goods, services and works and also establish vender registration database, and also establish framework agreements for commonly procured items in the region.
Coordinate and manage all procurement requirements in the field office and provide adequate and timely logistical support to all satellite offices under 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.
Undertake swift check on fixed asset, ensure fixed asset are recorded by donor, establish regular monitoring system and reports are collected from satellite offices and submitted to the country office regularly.
Ensure compliance with donor rules and SCI procedures for warehousing and inventory management.
Carry out spot checks of stock in the satellite offices and field office and analyse warehouse report for management review and action.
Support West Hub/country office team to develop Fleet Management Strategy and implement the same in the field office.
Carry out spot checks for fleet in the satellite offices and field office and analyse fleet reports for management review and action.
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 SC constituents, donors and beneficiaries through implementation of regular reporting and strong control mechanisms.
Reporting
Ensure monthly reporting systems are implemented across the satellite offices under the field office structure in line with SC HR and Logistics Procedures.
Review the monthly HR and logistics reports and advice field offices and programmes where there are irregularities or areas of concern that need follow up.
Prepare a monthly HR and logistics report to west hub operation, detailing all HR and logistical activities including employment, procurement trackers, vehicle performance & fuel, stock reporting, asset register updates, staff issues, and other relevant information.
QUALIFICATIONS AND EXPERIENCE