FH Ethiopia is a non-governmental organization engaged in relief and development activities. At FH, we operate under a set of guiding principles we call the “The Heartbeat”. This includes our Values, Vision and Purpose, which serve as the explanation of who we are and how we work as organization. Together we follow God’s call responding to human suffering and graduating communities from extreme poverty. FH Ethiopia would like to invite potential internal and external candidates to apply for the following position: 

Position:                                 Procurement and Logistics Officer 

Duty Station:                         Tach Gayint Area program 

Duration of Contract:           One-year contract, Renewable (with 60 working days probation period)

Closing date:                          April 6, 2023

Job Summary

Under the direction of the Project Manager, the Procurement and Logistics Officer (local purchase, Transport, Fleet & Accommodation) will be responsible in facilitating and coordinating Purchasing, transportation, ensuring the smooth movement, maintenance, and planning of all purchasing & vehicles operated by FH Ethiopia in the project area including accommodation arrangements to FH Ethiopia staff and guests arriving for field visits.

Principal Responsibilities

●         Maintain daily vehicle movement schedule and records and assign vehicles (including motorcycles) as needed providing daily movement schedule by the close of business the previous day.

●         Prepare and implement a comprehensive purchase plan taking into account strict meet to deadlines, priorities, and availability of financial

●         Receive Purchase requisition from the projects for further processing, and make sure the PR authorized by the appropriate authority;

●         ·Establish and maintain purchase and logistics systems and processes, which ensure effective program delivery.

●         Collects Performa invoices in sealed envelope upon receiving purchase requisitions;

●         Prepare bids documents according to the detail specification;

●         Facilitate transportation and accommodation arrangements for staff for field visits as per the request submitted. Provide a coordinated and cost effective transportation service for all requests received from each department to facilitate program implementation and other office activities.

●         Make sure standard procedures are followed while sourcing training related materials, training venues, catering services among others that are needed for implementing the program activities

●         Responsible for safekeeping the hard copies and soft copies of fleet management forms, store documents, distribution reports, and other pertinent documents relating to logistics and material management.

●          Keep up-to-date records for each and every movement of vehicles

●         Undertake a follow-up on periodical vehicle repair and regular preventive maintenance that also includes planning for maintenance schedule and maintenance records to ensure that vehicles are technically fit to provide the intended services,

●         Work with Mechanics to organize routine maintenance schedule for all vehicles and ensure that regularly used parts and tools are in stock.

●         Conduct training and daily vehicle inspections along with drivers and mechanics; monitoring use of vehicles through log books

●         Reconcile fuel usage with the actual KM traveled and facilitate for fuel replenishment,

●         Produce a report on the fleet of rental vehicles on a monthly basis and facilitate the timely settlement of rental fee. Ensure that rental vehicles deployed for FHE operation are technically fit, and facilitate for the yearly vehicle technical inspection

●         Work with government and insurance companies to ensure proper documentation and annual insurance cover & inspection is provided for all vehicles that also includes the timely settlement of insurance claims as required.  Handle air ticket booking and reservation of room for FHE staff/guest, and facilitate for the timely settlement of airfare fees and hotel bills

●         Ensure that all drivers are properly licensed and that all vehicles have maintenance tools and other related equipment’s to run the vehicle properly.

●          Perform other related tasks as assigned to him/her by the immediate supervisor. Safeguarding PolicyFH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.Gender ResponsibilityBe aware of the stereotypes about women’s and men’s capacities, and discuss how they influence staff, in assigning responsibility, and in managing resources at unit and organization level.Be able to describe how gender issues relate to one’s job responsibilities and how gender equity can be promoted through the execution of those responsibilities.Be familiar with the local Gender Focal Point(s), and go to her/him to learn more about gender issues, or when there is a gender grievance or harassment issue to resolveWithin each project and department, discuss FH’s Gender & Diversity and Sexual Harassment and sexual exploitation Policies, so that all staff are conversant with them.Refrain from any comments or gestures that indicate prejudicial views of female staff, especially female supervisors.In each Project and Head Office, ask women staff what changes would make it more “gender-friendly”, organization  and implement the recommendationsSafety & Security ResponsibilityEach FHE staff member should adhere to all pertinent policies concerning safety and security policy of FH. Lapses in safe conduct can jeopardize the health and welfare of all staff.Every FHE staff member has an obligation to learn and understand the security situation where they are located. Each FHE staff member should adhere to all pertinent policies concerning safety and security.  This includes, but not limited to, personal safety, road safety, etc.He/she has a responsibility to become familiar to social, cultural and other associated features of their duty stations;Abstains from inappropriate or offensive behavior that can put FHE in a difficult position, impair operations, and jeopardize the health and welfare of all staff of FHE.All FHE staff should promotes safe conducts and exercises caution in all work activities; staff should accountable for own personal and professional actions and conduct;

Job Requirements

 Job Level Specifications

➢        Full agreement with FH’s Christian foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose.

➢        Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies;

➢        Ability to establish and maintain effective working relationships with subordinates, associates, other department directors and managers and external bodies.

➢        Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies;

➢        Excellent verbal and written communication skills in English, working area language (Amharic) and other local languages

➢         Sensitivity to different aspects of diversity (cultural, religious, disability), firm belief in teamwork.

➢        Quantitative and qualitative data analysis skills

➢         Computer skills (word, Excel);

Experience

• At least three years of experiences relevant to the post

• Ability to perform multiple tasks simultaneously.

Education/Certifications

• BA Degree Management/Logistics/ purchasing and related discipline

Distinguishing Competencies

• Coaching, initiating action, communicating with impact, innovation, planning and organizing, building partnership, facilitating change, adaptability.

Language

• Good verbal and written communication skills in English, working area language (Amharic) 

How to Apply

Submit your application and CV via email: recruitment_fhe@fh.org

Note: Use "Procurement and Logistics Officer ” on the subject line of your email and applications. Women Candidates are highly encouraged to apply