Mission: The Logistics Officer is responsible for ensuring an efficient logistical support and linkage for HIs Emergency response in Tigray, covering; procurement management, stock management, transport management and Fleet Management functions. She/he will be required to travel regularly, and adopt a flexible and adaptable approach to the role.
· Act as point person for the emergency logistics expert and as such informs him or her of any problems that fall within his or her remit and suggests solutions.
· A key player in the rollout and implementation of HI’s logistics standards.
· To ensure the efficient management of purchases for HI operations in Addis, and others localities of Ethiopia.
· To coordinate cargo transportation / shipping of items with Logistics Cluster, UNHAS flights or HI vehicle from Addis or others localities into Tigray,
· To manage vehicle rental, drivers and fleet including fuel supply.
· A key player in the rollout and implementation of HI’s logistics standards.
· Be accountable and do the self-audit of documentation to ensure the quality control
Main Internal Interfaces1. Emergency Logistics Expert 2. Support Service Team 3. Logistics team 4. Project Staff 5. Security team
| Main External Interfaces1. Services Providers and Suppliers 2. Other log staff from humanitarian organizations
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RESPONSIBILITIES
Responsibility 1: Programme procurement
Aim: Act as the focal point for all Tigray’ procurement in Addis Ababa and others markets found in Afar and/or other regions where required.
Management of purchases:
a. Market assessment and Suppliers pricing list (data base):
· Conducts market assessments for goods and services in Addis Ababa, Afar and other regions necessary.
· Collects quotations for the usual needs (goods and services) available in the markets and ensure that the collected documents are compliant with HI procedures.
· Maintains a list of reliable suppliers and their pricing list matching HI’ criteria (delivery deadlines, standardization, after-sales service, matching up with requirement, matching up with general purchasing terms good specification, quality, price, ethics and flexibility).
· Negotiates with selected suppliers for: discount prices on the items, extend the validity of the offer (3 to 6 months), payment will be after delivery or completion and by cheque/wire transfer for a certain amount,
· Prepares the Bid Analysis of the offers and submit it to Emergency Logistics Expert.
· Follow up with the selected suppliers and brief them to understand HI general purchase terms and sign the framework agreements.
· Update regularly the data base (Suppliers and pricing list) base on the validity of the offers and insertion of news suppliers,
· Uses this data base to execute all purchases to save the time
b. Execute the purchase goods and services from the request to the delivery:
· Receives Tigray’ Purchase and Service Request (PSR) and follows applicable logistics procedures,
· Processes purchases efficiently from the request to the delivery and reduce the delivery lead time, by using the framework agreement or collecting news quotations, prepare the bid analysis chart, Suppler purchase orders (SPO) or contracts with support from Emergency Logs expert.
· Follows up the ongoing purchase on daily basis and fill in PMC (Purchase Monitoring Chart) and share it to the requesters and his line manager to follow the evolution of their purchase,
· Receives the supplier delivery note (SDN) or prepares the reception note (RN).
· Makes sure purchases are done in accordance with HI and donor procurement procedures.
· Makes sure that goods and services provided comply with the request (quality, quantity, price, deadline, origin, etc.) and informs the applicant/requesting person if there is a problem.
· Delivers goods to the applicant after verification of the quantity and quality.
· Makes sure that the applicant/requesting person has been delivered after verification (compared to the order form of the quantity and quality), against signature of the Internal delivery note (IDN)
c. Liaise to the finance to follow the payment of suppliers:
· Prepares the bi-weekly treasury plan for all payments to be cleared base on the SPO and delivery plan and share with Addis finance teams.
· Receives the invoice, and asks for validation of the payment approval by the logistics coordinator/Emergency Logistics Expert (ELE) and attaches a copy of the purchase and service request (PSR) for transmission to the cashier.
· Checks the validity and appropriate nature of proof of expenditures (contracts, orders, invoices, delivery notes…) and verify all purchase files to ensure respect of HI and donor procurement procedures before settling advances with the Finance Department.
d. Reporting and archiving
· Keeps all documents linked to the delivery (delivery note or reception form, warranty contract, technical manuals, etc.)
· Archives the purchase dossiers: Physically and electronically archiving, following the logistics Chrono Number, make sure all hard copies are scanned and save electronically and vis versa,
Responsibility 2: Manages the transit stock and the dispatch
Aim: Reduce the storage delay of items in transit.
Benchmarks: stock management procedures is strictly applied
Activities:
Responsability 3 Management of the transport:
Aim: To provide safe means of transport for the smooth running of activities
Benchmark: quality of vehicle, fuel consumption monitoring; quality of the management of vehicles and other means of transport; quality of maintenance; efficiency of the user schedules; quality of fuel supply monitoring, user satisfaction
Activities
Responsibility 4: Reporting
This is to list as exhaustive as possible the duties related to this job. Nevertheless, the employee is expected to be flexible according to program's needs and to accept extra-duties, temporarily or permanently, in respect of working hours and workload.
Confidentiality Clause:
As this position might expose to sensitive/confidential information, the selected Logistics Officer must be very discrete when speaking with the people inside or outside HI office. Non respecting this clause might have sanctions as a result.
This job description can be updated during the duration of the contract, by an addendum signed and attached to this contract. By applying for this position, the applicant signifies his/her agreement to the terms and conditions of this job description.
Reports to: Emergency Logistics Expert
Duty Station: Addis Ababa, with frequent travel to Afar region and/or other regions as required
Required Qualifications and Skills
· University Degree in Supply Chain Management; Logistics; Economics, Accounting; and related fields.
· Minimum of 5 years of experience in humanitarian organizations.
· Good command of English Language.
· Mandatory requirement of computer skills (MS WORD; EXCEL; PPT; OUTLOOK)
· Fitness and willingness to travel to field offices of HI.
· Driving license is an added value.