Job Purpose:

The Logistics Assistant will be responsible for processing procurement request of the coordination office as per the organization procurement policies, The jobholder should keep accurate recording of procurement tracking on the organization tracking database and generating as required. Input data for transport movement from various paper-based sources into excel tracking templates/database on a daily basis. He/She will follow the management of fuel for the organization as well as for rental vehicles. The jobholder will spent 40% and 60% of his/her time with transport and procurement activity respectively.

Main duties & Responsibilities:

Specific Duties and Responsibilities:

• Check and receive Supplies requests from Gondar coordination office and project offices in the area for procurement processes. Check for proper DOA approval and complete record of supplies request before processing.

• Make sure supplies requests properly completed and recorded by the requester as per the requirement and authorized by responsible staff before proceedings the purchase process.

• Carry out Gondar Coordination office purchases as requested in accordance with Concern procurement, Warehouse and finance policies/procedures at all time.

• Undertake the necessary accounting, documentation and reporting procedures required, following the purchase of items based on the organization procurement policies/procedures.

• Ensure that the purchased items are the right specification as per the request, and must with reasonable price, right qualities, and right quantities and in the right time. 

• Ensure that goods/supplies are procured in line with the requested specification and the right technical personal is approving the sample for the goods/ supplies before next steps.

• Where necessary define and priorities  purchases in consultation with your immediate supervisor as per requests made

• Properly account for all working advance cash and cheque that is in your hand for purchase related purpose.

• Maintain purchase archives for big purchases and save scanned copy purchase archives for all procurements for future reference and audit need.

• Initiate RFQ request for quotation from registered vendors and well as eligible supplies, go through the procurement process as per the policy and issue PO or contract whenever needed.

• Beside the regular supply procurement, insure proper procurement is also followed and necessary documents kept for service provision and construction works.

• Ensure all purchases for the coordination office as well as for project office in the areas is carried out only by yourself or by a delegated person.

• Ensure the required paper work as per the organization finance policies is prepared before initiating payment for suppliers and submitted to finance section for final review and payment process.

• Maintain SR tracking sheet on daily basis and insure the tracker is up-to-date.

• Mange assigned vehicle for procurement activities with proper care in line with Concern’s transport policy.

• Insert Gondar coordination office transport and vehicle movement data compile, verify accuracy and sort information to prepare source data for regular reporting. 

• Ensure proper fuel management of Gondar coordination office and responsible fuel refill for concern vehicles, rental vehicles and generator complies with the standard procedure and ensure all the necessary documentation are completed.

• Facilitate fuel request for refilling and escort drivers during refilling and responsible for proper management of the fuel cards.

• Monitor the fuel card balance and report to line manager and LAF officers when required for top-up. 

• Ensure log-sheet for Generators is completed including fuel refilling information.

• Ensure sufficient fuel stock is available for the generator and manage fuel barrel for proper stocking and refilling procedure

• Keep information confidential and comply with data integrity and security policies.

• Perform any logistics related works up on request/delegations.

• In the absence of the base Transport and Logistics Officer fleet complete monthly fleet report, Be back up staff for store keeper in His/her absence

• Perform additional works assigned by line manager

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.

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.

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 colleagues  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 behavior is disseminated among programme participants and communities.

Safeguarding

Competency

• Identifies and refers to appropriate services and other associated persons including careers, family members and children at risk.

• Practices in a manner that seeks to reduce the risk of abuse, harm or neglect.

• Understands local safeguarding structures and arrangements.

• Understands own and colleagues’ roles, responsibilities, and professional boundaries, including what constitutes both organizational and professional abuse.

• Is able to raise concerns about conduct of colleagues.

Knowledge & Skills

• Know about child and adult abuse, harm and neglect in its different forms and the potential impact on children and adults at risk of harm.

• Able to seek appropriate advice and report concerns, and feel confident that they have been understood.

• Able to identify where further support needed, when to take action and when to refer to managers, supervisors or other relevant professionals, including referral to available social services.

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, 18weeks(unpaid) parental leave

Job Requirements

Person specification:

•  Level 2 qualification (BA/BSc) in Purchasing and Supply Chain Management

• At least 3 years work experience  in purchasing related activities and 1 year experience in the overall  logistics management (Warehouse, Transport)

• Level 03- Driving license required 

•  Knowledge of basic computer skill, Computer proficiency, particularly with Microsoft excel and word

• Proven data entry work experience

• Familiarity with administrative duties.

• Experience using office equipment, fax machine and scanner/photocopy.

• Good typing speed and accuracy, excellent knowledge of correct spelling, grammar and punctuation. Excellent English language written and verbal communication

• Strong attention to detail and Confidentiality.

• Organization skills, with an ability to stay focused on assigned tasks.

• Ability to handle multiple tasks and flexible to carry any assigned tasks.

• Ability to work under pressure.

Competencies:

• Coordination: Coordinate multiple purchase requests so as to procure with the minimum purchase cost

• Planning: Plan and process in coming purchase requests in line with the procurement plan 

• Team work: work with other non-logs and logs team in team manner and contribute to the team so as to achieve the goal 

• Integrate: Honest, encourages openness and transparency; demonstrates highest levels of integrity

• Communication: Actively communicate with the team and update the purchase status regularly  

How to Apply

Interested applicants should send non-returnable CV, application letter outlining how your experience and education fit this vacancy, please note that no need to submit your supporting documents: Apply via CLICK HERE or apply in person to our Gondar coordination office.

Safeguarding 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.