Logistic and Procurement Officer

Job Description

German Leprosy and TB Relief Association Ethiopia (GLRA-Ethiopia) is a non-profit international NGO working in the field of TB, Leprosy and other NTDs as well as on Humanitarian aid and Socio-economic rehabilitation and research. With funding received from EHF-OCHA, German Leprosy and TB Relief Association (GLRA) will implement a 12-month project by focusing on improving access and coverage of quality lifesaving Humanitarian response through a multi-sectoral approach in the existing government structure to deliver health and nutrition  service, Multipurpose cash (MPC),) and providing psychosocial support in Limu Woreda. The project will strengthen the capacity of government routine Health service delivery, Acute malnutrition prevention and treatment, and build the knowledge of healthcare providers on the delivery of maternal health, and child health including Immunization, mental health, and psychosocial to ensure the continuity and sustainability of these vital services for IDP returnees.

For this project we are looking for experienced professional who will manage implementation of the project in the project area.  

Job Purposes: 

The Logistics & Procurement Officer is responsible to work closely with Country Logistics & Procurement department, as well as field based staff and finance for the procurement of all materials and services required for GLRA Ethiopia programs and reports to the Project manager/country logistics manager. The position will liaise with the rest of the team for procurement and operations to ensure all procedures and procurement guidelines are in place and followed.

Key Responsibilities

•  Facilitate processes required for Logistics’ Procurement to include maintain procurement database, receiving and distribution of procured materials, supervise buyers and assign daily shopping duties, coordination with CO for national orders, coordination of transport of  materials to the project location.
• General management of the entire fleet of vehicles under the field office.
• Support the transportation needs of program and office staffs are net in coordination with Logistics Officer and Operations staff of other offices.
• Maintain adequate vehicle administration files, including vehicle log sheets, fuel consumption,
• Coordinate airport and ground transportation for all arriving and departing staff, volunteers and guests.
• Support project-wide operational processes including phone cards, office supplies, base items and other items as directed.
• Provide relevant logistical data to management to support operational needs and the program development process.
• Liaise with suppliers to create realistic delivery schedules and compare actual deliveries in order to evaluate supplier performance and responsiveness.
• Ensure materials are received, stored, shipped, and reported in accordance with established procedures and Government guideline/regulations. Travels to field sites to receive and inspect goods delivered directly to the field.
• Ensure procurement files are accurate and records are in compliance to GLRA and donor procurement policies, filing system is properly established, all soft copies and hard copies or procurement filed are accessible and manageable.
• Ensure that all order requests, Operations in the country office.
• Provide procurement planning support to the programmer staff as required.
• Maintain a complete, accurate and up-to-date inventory list and stocks.
• Procure all materials and equipment ordered in a cost-effective and transparent manner in line with GLRA and donor specific policies.
• Maintain proper records of disposal of assets and inventory
• Ongoing market research for new suppliers that may provide better service or value for money for GLRA.
• Assist with the preparation of contracts and amendments of contracts when needed.
• Support on other tasks when required and any other related tasks assigned by the line manager.
• Liaises and collaborate with field offices to ensure coordinated and optimal utilization of vehicles
• In consultation with the project manager and GLRA-Ethiopia Logistics and Admin Officer manage personnel activities in accordance with GLRA HR manual.
• Prepare staff annual leave plan,  Maintain up-to-date record of annual leave and other leaves;
• Manage and Maintain records of staff benefits including medical benefits, leave balance,
• Ensures that request for annual staff appraisal is sent before the year ends
• Manage the administrative functions of the project office
• Ensure effective management of office premises and good facility management through monitoring cleanness of office premises effectively,
• Performs any other duties as may be assigned.

Duty station:  East Wollega, Limu Woreda

Type of employment:  Fixed term for 11 month  years

Salary:  As per the approved project budget

REPORTING: To Project Manager

Job Requirement

•  Minimum BA degree in Business management, Marketing, supply chain management /logistics/purchasing  with minimum 5 years’ relevant work
• NGO experience desired
• Experience in humanitarian desired
• Excellent interpersonal communication skill
• Very good computer skills in Microsoft office ( other system desired)
• Excellent verbal (written ) & oral communication skills in Afan Oromo & English
• Able to communicate complex issues in a concise, accessible and engaging way.
• Flexibility and ability to work under pressure, manage time and priorities work to deadlines.
• Well-developed organizational and planning skills.
• Punctuality and respect for rules and procedures.
• Must be able to maintain highest level of confidentiality regarding work-related information and data