Logistics Coordinator

Job Description

Plan International is an independent non-profit organization that advances children’s well-being and equality for girls. Working in building powerful partnerships for children for over 75 years and present in 70 countries, Plan International strives for a just world, tackling the root causes of the challenges facing girls and all vulnerable children while working together with children, young people, our supporters and partners. Plan International Ethiopia is looking for Logistics Coordinator for Country Office who will be reporting to the Logistics and Admin  Manager .

Dimensions of the Role

The position holder is responsible for managing rental vehicles, PIE Vehicles, Drivers, Vehicle Tracking GPS, Assets, Stocks, Customs Clearance and Logistics & Admin related budget utilization under the direct supervision of the Logistics & Admin Manager. Click here to enter text.

RESPONSIBILITES &Accountabilities

1.     Day-to-day rental vehicles management 

• Receiving vehicle requests in the form of completed PR from different departments /projects areas
• Communicating/ placing orders to the vehicle suppliers to send vehicles for inspection.
• Upon inspection confirmation, dispatching of the vehicles to the requesters with Log sheet and communicate the same.
• Processing payment for rental vehicles with all the necessary documentations.
• Handling replacement of rental vehicles when deemed necessary for different reasons.
• Etc.

2.     Day – to –day management of PIE  vehicles, drivers and fuel

• Ensure the safety and security of the vehicles
• Ensure the statuary requirements of the vehicles, 3rd party insurance, annual technical inspection, etc. 
• Ensure timely renewal of insurance policy
• Ensure effectively handling of  insurance claims and incident/accident reporting
• Ensure regular  in-house inspection of the vehicles
• Ensure regular preventive services and maintenance are done
• Generate monthly vehicle reports
• Consolidate vehicle reports of all PIE vehicles on the monthly basis

3.     Asset Management  

• Ensure the recording of all the assets of the country office
• Ensure all the necessary information is filled in the asset register sheet 
• Ensure tagging of the assets of the country office
• Regularly updating of the asset master data sheet
• Identifying the assets for disposal
• Collaborate and provide assistance during disposal of the assets
• Etc.

4.     Stock Management 

• Ensure inspection of all supplies received from suppliers
• Ensure receiving documents(GRN) are completed
• Ensure appropriate documents are completed for issuing and dispatching
• Ensure proper registering of the stock transactions are completed 
• Ensure updating of the bin cards /stock cards regularly
• Facilitating the periodic inventory taking
• Ensuring proper handling of the stocks to avoid theft, spoilage, damage, etc.
• Communicate the respective program to use the stocks , GIK available in our stock
• Generating periodic stock report by the end of every month.
• Etc.

5.     Handling Customs Clearance for imported items and expat’s personal effects

• Handling the customs clearance of imported items with the contracted customs clearing agent
• Processing payment of import duties and taxes
• Processing the duty free permit when applicable
• Etc.

6.     Managing Service Providers Performance

• Measure the performance rental vehicle service provider
• Providing feedback on the gap against the contract
• Etc.

7.     Logistics & Admin Related Budget Utilizations

• Coordinating with budget holders and finance
• Handling  and  allocating of logistics and admin related budgets
• Etc. 

8.     Other tasks  can be assigned  by the supervisors as required

• Performs additional duties as per the request of the line manager. 

Job Requirement

Technical expertise, skills and knowledge

Essential

• B.A Degree in Management, Logistics , Supply Chain Management, or related
• experience:
• Minimum of 4 years of relevant work experience in INGO environment.
• Skills specific to the post
• Demonstrable driving experience
• Ability to effectively priorities own and other workloads
• Good interpersonal skills.
• Proficient in computer skills and use of internet and other applications.
• Able to work with minimum supervision.
• Fluency verbal and written communication; both in English & Amharic
• Work under pressure of tight and conflicting deadlines and handle multiple concurrent

Desirable

• B.A Degree in Management, Logistics , Supply Chain Management, or related
• Minimum of 4 years of relevant work experience in areas of vehicle fleet management, inventory management, customs clearance process, asset management preferably in   INGO environment.
• Multi task management skill and experience
• Good interpersonal skill