Employment Type : Definite Period 

Job Purpose;

• Manage effective operation of transport & logistics, Finance, HR & Administration functions of Pinyudo field office in accordance with Concern’s policies and procedures. 
• Provide effective technical/managerial support for program/project managers and for all technical teams to plan and manage their respective roles and responsibilities.
• Ensure that all Concern mainstreaming policies, procedures and practices are incorporated into different contracts.
• Maintain good communications with the support units and ensure that all information is shared within the units, and that the Senior Area Coordinator is kept informed of all operation progresses within the deadline.
• Ensure that all essential facilities are available in Pinyudo office and base/compound
• Ensure that all health and safety procedures are in placed in the office/compound
• In the absence of the Area coordinator act as security focal person for the project 
• Organize logistics and accommodation for visitors      

Main Duties & Responsibilities;

Transport Management

• Coordinates weekly transport plans and organises and follows up their daily implementations,
• Collects daily check-up and weekly repair requests by Drivers; prepares a maintenance schedule for all vehicles; ensures that preventive maintenance system is strictly adhered to, proper inspection of vehicles maintenance is carried out and job cards completed on time,
• Maintains and updates hard and soft copy of records and files related to vehicle maintenance and other operations,
• Make sure vehicles and equipment are maintained based on the reports submitted by mechanic or identified garage and as per Concer’s logistics manual and specific maintenance schedule, security standards
• Advises on spare parts requirements; submits orders of spare parts (including requests of fast moving) and items necessary for workshop purposes,
• Ensures that spare parts request, purchase, issue and replacement are as per Concern’s logistics, transport and transport policy and procedures; maintains appropriate database for custody, reuse and discarding of used vehicle parts,
• Monitors logbooks and vehicles charge sheet of Drivers on a weekly basis; compiles and submits monthly report of maintenance cost summary, fuel usage, personal mileage and KM analysis and submits with recommendations to the Programme Systems and Transport and Logistics Managers,
• Ensures that Gambella vehicles are checked annually in accordance with Ethiopian traffic regulations and all Drivers have valid driving licences and conducted eye test as required,
• Supervises the maintenance of high standard of Health and Safety within the working environment; ensures that the no-smoking policy is upheld within all the vehicles and workshop area,
• Coordinates the scheduled and efficient re-fuelling of vehicles that takes into account the interest of all parties involved; i.e. vehicle users, Drivers, stores and etc., 
• Responsible to manage rented vehicles based on Concern Worldwide transport policy and agreement signed with suppliers.
• Coordinate with programme and operation staffs to ensure that the transport requirements are being met
• Managing transport requirements including Vehicle logbook (VLB) fuel consumptions, maintenance, servicing and ensuring that all vehicles/motor bikes are fully equipped with tool kits, First Aid kits, and other relevant equipment for short or long journey.
• Manage and coordinate all drivers and make regular inspections of vehicles/motor bikes/generator logbooks
• Monitor and evaluate drivers’ performance, fuel consumption and vehicle maintenance and repairs.
• Ensures that spare parts procured through a contract agreement are genuine and delivered on time and settled timely to ensure smooth relation with clients;

Safety and Security

• Collect and share any security information with the Program team and Area Coordinator in a systematic and regular manner
• Provide regular information and updates on access conditions across Gambella and Pinyudo operations
• Ensure that the safety and security standards of Concern are applied by all field staffs and in working and living premises
• Assess and ensure high-level security to all Concern assets, property and resources

Asset Management

• Ensure that all assets are registered on the Fixed Asset Register
• Follow up and ensure maintaining the extract asset register in the field office by ensuring that all movement of assets is recorded and tracked
• Ensure that all assets which are damaged are recorded and reported for repair or request assessment for disposal action
• Maintain a copy of asset certificate in the field office and ensure it is filed in an orderly manner

Stock and Store Management

• Processes inventory requests and validates receipt of goods and materials against requirements; ensures inventory requests are fulfilled
• Ensure that all goods received by are recorded in standard templates and are stored and handled as per the logistics manual and procedures of safety, security, accountability, and transparency
• Ensure that all store transaction paper works are kept filed
• Ensure that all the items stored in the warehouses are recorded and made accessible as per the standard
• Supervise weekly and conduct monthly and mid-year stock taking
• Produce weekly and monthly warehouse reports based on information acquired from the warehouse records.
• Manage and support duties and performance of storekeeper/assistant(s) storekeepers
• Keep up to date records and files on all stocks in soft copy tool of Stock Monitoring
• Disseminate store records on a monthly basis to the field SMT and programme staffs

Logistics Management

• Supervises the receipt and dispatch of items by and to the PO stores
• Ensures that all Concern stores (including field based satellite stores) are maintaining appropriate and accurate stock records,
• Prepares monthly, quarterly, bi-annually and annually materials and commodity receiving and issuing reports for Head Office/Gambella program office and user units and cross-checks and updates user units with status of their inventory items on a monthly basis,
• Follows-up the independent validation of accurate materials and commodities receipt by end users (partners, satellite stores at construction sites) and ensures proper maintenance of records at various levels of the PO; ensures the timely return of documents confirming receipts of materials issued from the PO,
• Makes periodic field visit to ensure that materials issued are utilised according to laid down procedures; undertakes random checks at field stores to monitor quality of storage and stock counts,
• Makes recommendations to the Programme Management on steps to be taken to improve Inventories Management Systems and discarding of non-usable items,
• Follows-up the timely renewal of warehouse/office rental and supply contract agreement,
• Undertakes annual asset inventory in collaboration with pertinent Systems and Finance staff,
• Ensure that there is sufficient spaces in warehouses before transporting program supplies to the field sites/stores

Procurement Planning

• Perform Market Analyses by collecting, organizing and analysing market data and financial reports and monitoring Supply Market to ensuring price quotations and Supplier offers are authentic and reasonable
• Develop procurement plans for active grants, in collaboration with program Coordinators/Managers and internal and external partners to support program implementation.
• Support the program teams to develop procurement plan ahead of time so that the required supplies can be procured and distributed for intended purpose within time.

Procurement of goods and services

• Processes purchases from the request to the delivery in a way that reduces the delivery lead time, by using the framework agreement or by collecting news quotations, prepare the bid analysis chart, Suppler purchase orders (SPO) or contracts.
• Makes sure purchases are done in accordance with Concern and donor procurement procedures.
• Supports the purchasing functions through the provision of dedicated vehicle, availing alternative in case of breakdown or repair, expediting the repair and maintenance of the vehicle, etc
• Ensure for availability of updated and approved preferred suppliers list for frequently procured goods and service 
• Work closely with requesters to develop comprehensive procurement specification
• Maintain accurate procurement data and records and ensuring on time procurement reporting
• Review procurement documents before payment
• Lead the bidding process, including Request for quotation process, Request for proposal process, Tender evaluation and facilitating procurement committee functioning
• Set negotiation objective and conduct negotiations with potential suppliers to ensure value for money
• 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
• Ensure that goods are delivered to the requester after verification of the quantity and quality. 

Financial management

• Validate and approves payment and ensure that copy of the purchase and service request are attached for submission to the cashier
• Checks the validity and appropriate nature of proof of expenditures (contracts, orders, invoices, delivery notes…etc) and verify all purchase files to ensure compliance before settling advances with the Finance Department
• Ensure that all invoices from suppliers are properly collected, validated and submitted to the cashier to justify payment
• Contribute to the planning & preparation of Transport & logistics unit annual budget & revision
• Monitor the budget utilization of the HR/Admin and transport  unit to ensure efficient utilization of allocated money
• Prepare annual budget for the department in consultation with the Senior Area Coordinator 

HR and Admin Support

• Ensure that Concern’s personnel policies and procedures are implemented consistently throughout all projects in order to achieve Concern’s objectives;
• Oversee the facilitation and coordination of recruitment and selection, transfer, promotion, resignation processes of staff to ensure transparency, fairness and equal employment opportunity for all;
• Ensure to maintain and update all official personnel files and records for the programme on a regular basis;
• Ensure that project managers and department heads conduct probation appraisals and set appropriate objectives for all staff.
• Follow up and make sure that staff under your supervision have accomplished their obligation and execute their daily routine duties well including security of the office
• Ensure to update all recruitment information and file following completion i.e. short listed and non-short listed CVs, exam results, interview results etc.
• Ensure all job vacancy notices posted on the relevant notice boards within Concern offices, provide vacancy notices to newspapers for postings on time, and liaise with them.
• Ensure to provide appropriate training and orientation to all staff and/or project stakeholder on the objective, strategies, target group, etc.
• To manage the ongoing rollout of Concern P4 policy, reporting mechanism and associated developments and ensure all staff are familiar with it and abide by the Code of Conduct.
• To oversee the rollout of PDR, setting objectives, review, and ensure all staff are familiar with the objectives and its implementation process as per Concern Worldwide HR manual.
• Design and implement appropriate methods/ways to mainstream all cross cutting issues like accountability, gender, inequality, HIV/AIDS, DRR and controlling the spread of COVID-19 in line with Concern Worldwide guidelines.
• Ensure that appropriate health and safety measures and guidelines are in place and respected and that training provided, as required.
• Ensure that the overall physical working environment is conducive in terms of keeping the compound pleasant and equipped with the necessary health and safety equipment and that equipment that is not required is properly disposed.
• Respect the Ethiopia Standard Operating Procedures and ensure the safety and security of staff working under her/his supervision in line with the Security Management plan (SMP) and Safety First guidelines.
• Perform any other task as assigned by the line manager and/or PD emergency.

Compliance and Legal

• Conduct procurement due diligence, including supplier site visits, supplier background checks and implement any other fraud prevention methods
• Conduct self-assessments of conformance to supply chain policies, procedures, controls, and performance
• Provide complete documents for audit and implement Corrective and/or preventive action Plans
• Identify, document and timely report any procurement process deviations following the mechanism in place for appropriate follow up
• Develop and support implementation of improvement plans.
• Provide constructive support to other functions to ensure effective, compliance to policies & procedures

Networking

Create or maintain good networking and relationship with local transport authorities, good and services suppliers and partners to ensure effective and safe delivery of transport and logistical services to the program participants and relevant program stakeholders

Reporting

• Seek technical advice and get confirmation from Head Office/Area office transport unit for the fairness of the price of spare parts prior to processing payment to the supplier
• Provide brief periodical Transport & logistics reports to line manager & HO transport & logistics Officer

Accountability 

In line with Concern’s commitments under the Core Humanitarian Standard (CHS):

• Actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E)
• Work with relevant staffs to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed
• Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities

Emergency Response;

Concern is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopia Programme is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Gender Equality 

• Demonstrate understanding of Concern Ethiopia’s Gender Equality Strategy
• Contribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with dignity and respect
• Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities.

Job Requirements

Person Specifications;-

• Master's or Bachelor's Degree in Logistics/Transport, Supply Management, Management & related fields with minimum of 3 years at senior level or BSC and five years relevant experience 
• Computer literate
• NGO experience in emergency projects is an advantage
• Good communication and report writing skills
• Ability to communicate effectively in both oral and written English.
• Good interpersonal skills and team player with sensitivity to cultural diversity
• Ability to work under pressure

Competencies

Knowledge of participatory approaches

• Ability to work with teams at distance and good team player
• Ability to plan own work, set priorities, complete work under pressure or when faced with competing demands and report
• Strong interpersonal and communication skills

What We Offer 

• A competitive salary and benefit package
• Excellent medical benefits (100% cover including dependents)
• 20 days annual leave
• 26 weeks (paid) maternity leave, 18 weeks (unpaid) parental leave

How to Apply

Interested applicants should send non-returnable C.V., application letter outlining how their experience and education fit this vacancy and copy of supporting documents: CLICK HERE or in person at Concern Worldwide Gambella/Pinyudo Offices.

Only short listed candidates will be contactedSafeguarding at Concern: Code of Conduct and its Associated Policies

Concern has an organisational Code of Conduct (CCoC) with three Associated Policies; the Programme Participant Protection Policy (P4), the Child Safeguarding Policy and the Anti-Trafficking in Persons Policy. These have been developed to ensure the maximum protection of programme participants from exploitation, and to clarify the responsibilities of Concern staff, consultants, visitors to the programme and partner organisation, and the standards of behaviour expected of them. In this context, staff have a responsibility to the organisation to strive for, and maintain, the highest standards in the day-to-day conduct in their workplace in accordance with Concern’s core values and mission. Any candidate offered a job with Concern Worldwide will be expected to sign the Concern Staff Code of Conduct and Associated Policies as an appendix to their contract of employment. By signing the Concern Code of Conduct, candidates acknowledge that they have understood the content of both the Concern Code of Conduct and the Associated Policies and agree to conduct themselves in accordance with the provisions of these policies. Additionally, Concern is committed to the safeguarding and protection of vulnerable adults and children in our work. We will do everything possible to ensure that only those who are suitable to work or volunteer with vulnerable adults and children are recruited by us for such roles. Subsequently, working or volunteering with Concern is subject to a range of vetting checks, including criminal background checking. 

Women are highly encouraged to apply.