Main duties & Responsibilities:

Transport Management

• Insure transport need for Gondar coordination office is well maintained and organized as per the organization procedure and Transport sourcing systems.

• Coordinates weekly transport plans; organises and follows up their daily implementations.

• Follow condition of concern owned vehicles at Gondar coordination office and insure the vehicles are road worthy, clean, safe and suitable for passengers/staffs.

• Insure vehicle allocation is done as per submitted transport plan and follow idle vehicles and utilize efficiently or provide feedback for possible reallocation where necessary.

• Regularly check daily duty of drivers and proper recordings of logbooks/Sheet and vehicles charge/activity sheet, review on a weekly basis; compiles and submits monthly report. Insure monthly report prepared includes maintenance cost summary, fuel usage, personal mileage and KM analysis and submits with recommendations to the Programme Systems and Transport and Logistics Managers,

• Follow drivers adhere to the organization transport policies and insure the organization vehicles’ well maintained and kept in good condition.

• Collects daily check-up and weekly repair requests by Drivers; follow Vehicle maintenance order (VMO) and job cards completed on time, prepare a maintenance schedule for all vehicles; ensure that preventive maintenance system is strictly adhered to and proper inspection of vehicles maintenance is carried out.

• Maintains and updates hard and soft copy of records and files related to vehicle maintenance and other operations,

• 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 and transport policy and procedures; maintains appropriate database for custody, reuse and discarding of used vehicle parts,

• Ensures that Gondar 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-fueling of vehicles that takes into account the interest of all parties involved; i.e. vehicle users, Drivers, stores and etc.,

• Track proper fuel management emplace and efficient use of fuel cards and utilization as per the standard procedure, insure reconciled fuel reporting is shared. 

• Responsible to manage rented vehicle based on Concern Worldwide transport policy and agreement signed with suppliers.

• Inspect rental vehicle before deployment and provide induction for rental vehicle drivers. Responsible for practical application of safety and security guidelines in the area of transport and office compound.

Logistics Management

• Supervises the receipt and dispatch of items by and to Gondar coordination office and to Project offices store

• 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/North 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,

• Follow proper procedure is fulfilled for the procurement of supplies, service or works at Gondar coordination office as per concern and country procurement standards.

• Supervise complete and proper supplies request with approval limit is submitted to the unit for further processing. Make sure appropriate procurement approach is followed and query free document is shared to finance for payment.   

• 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.

Financial management

• Contribute to the planning & preparation of Transport & logistics unit annual budget & revision.

• Monitor the budget utilization of transport unit to ensure efficient utilization of allocated money

• Ensures that spare parts procured through a contract agreement are genuine and delivered on time and settled timely to ensure smooth relation with clients;

HR

• Participate in the recruitment of drivers and other transport and logistics staff at Gondar coordination office.

• Coach and support transport & logistics team

• Supervises and monitors the performance of all directly supervised staff; evaluates their performance against Performance and Development Review (PDR) and undertakes periodic assessments; maintains records related to their movement, benefit, etc.

• Support coordination office administration section in organizing the office facilities to make working place safe and suitable for staff. 

Networking

• Create good net working with local transport authority to ensure Concern own vehicles are inspected annually for safety & insurance

• Create network with suppliers and service providers

Reporting

•  Seek technical advice and get confirmation from Head Office/Senior LAF officer/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

• Consolidate monthly fuel consumption and utilization report and share responsible bodies at coordination office and to Head Office Logistics.

• File all the necessary reference documents for transport and fuel management, warehouse activities and procurement and lease documents 

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 behaviour is disseminated among programme participants and communities

Gender Equity 

• 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

Safeguarding

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

• Understands local safeguarding structures and arrangements.

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

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

• Able to document safeguarding concerns, and maintain appropriate record-keeping, recording the wishes and views of the adult or child at risk, differentiating between fact and opinion.

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

Job Requirements

Person specification:

• BSc Degree in Logistics/Transport, Supply Management, Management &related fields with minimum of three years or Diploma 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

• Computer proficiency

How to Apply

Interested applicants should send non-returnable C.V., application letter outlining how your experience and education fit this vacancy, please note that no need to submit your supporting documents:

Apply via THIS LINK or Apply in person at Gondar concern world wide 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 and people with disabilities are particularly encouraged to apply