DUTY STATION:                Addis Ababa/Head Office

RESPONSIBLE FOR:         Assistant logistics, Storekeeper, Drivers, Guards

KEY RELATIONSHIPS:    Internal: Programme coordinators, Head of Operations, Finance Manager, HR & Admin, Logistic Support; Technical Programme Officers and Managers; MEAL Officer

External: Work with stakeholders

Summary of the minimum specification for the post;

Experience in planning, organizing, processing, managing and documenting the purchase and delivery of goods and services; ensure that the right materials are delivered to the right location on time and at a fair cost; involve in transportation, stock control, and the flow of materials and delivery of services, an understanding of the whole supply chain management is required, so as to co-ordinate and effectively  liaise with suppliers, etc. and Handling visa process; hotel booking and organizing meetings and provide technical and operational support to the project offices, as well as advice on application of logistics management best practice, systems and procedures. Take initiative in management improvement for the logistic function. She/he also facilitate and/or deliver all travel related services to HelpAge International both at Addis Ababa level as well as project offices on time. The ability to implement HAI procurement policies and procedures, Vehicle polices, etc. and ensuring quality of work; follow up on vehicle insurance policies and support to others and collaborative partnerships with other organizations and working closely is required; strong communication, negotiation & representational skills etc

Specific Responsibilities                                                                                        

Logistics

• Ensure HelpAge International’s office supplies, project items, and equipment are procured on time and in line with procurement procedure and policy.

• Analyse procurement of goods and services and submit for approval

• Participate in country office level planning formulation in logistics. Participate in programme planning and advising on logistic considerations

• Provide technical and operational support to the project offices and advice on the application of logistics management best practices, systems, and procedures. Take initiative in management improvement for the logistic function.

• Asses existing logistics operations systems and advise on corrective measures to be undertaken.

• Ensure the implementation, monitoring & evaluation of new initiatives & procedures related to logistics.

• Support, implement, and manage contracts in forwarding, transport, etc.

• Work on and document a preferred suppliers list that is subject to timely revision.

• Organize all documentation for payments and ensure timely settlements of bills. 

• Maintains documentation on purchases of goods and services for any references.

• Ensure that framework agreement with service providers of vehicle rental, flight booking and taxi rental are updated and renewed.

• Regularly provide detailed and updated procurement tracking report to SMT

• Monthly submit stock and vehicle movement report to SMT.

Transportation

• Arrange all booking arrangements for visitors to the office, including visa arrangements, hotel bookings, airport pickup, etc.

• Arrange and facilitate vehicle rental request from offices with the supplier

• Arrange all flights, domestic and international, for HelpAge staff.

• Arrange truck rental arrangements to field offices.

• Ensure car insurance is up to date.

• Ensure vehicles are always safe to drive

• Supervise store of spare parts and update fixed asset list and ensure all items are registered.

• Government liaison including clearing imported items through customs, securing visas, work permits, and residence permits etc.

• Negotiate when necessary and appropriate, with service providers, brokers, landlords, etc on price and contracts to ensure the fair rates are paid by HelpAge.

Support staff coordination and other supports 

• Manage the driver, assistant logistic officer/driver, interns, storekeeper, and guards, giving performance feedback and support according to HelpAge performance management guidelines.

• Plan and coordinate visits by donors, government, and other stakeholders to project areas, in close coordination with programme and communication staff.

• Keep abreast of developments in relevant laws and regulations, the arrival of new service providers and price changes related to transportation, logistics and liaison role

• Work as a security focal person on logistic and administration aspect. 

• Undertake additional tasks as assigned by line manager.

Job Requirements

(Person Specifications): 

• At least a university degree in business administration, purchasing and supply management, or logistic management and related fields from well -recognized academic institution.

• At least 4 years’ direct work experience in non-government organization in purchasing, logistic/general services, or other similar position.

• At least 2 years’ direct work experience in management, supervision of staff.

• Excellent interpersonal communication skills, both oral and written in English 

• Ability to manage multiple and complex tasks.

• Proficiency in computer applications such as word processing and Excel is a plus.

• Excellent team player and ability to take assignments on pressure 

• Ability to work proactively and supportively with in a team

• Proven ability to plan, implement and documents purchase and transportation related documents for references 

• Strong communication and negotiation skills 

• Excellent networks with INGOs and government offices

Safeguarding responsibilities

• Preventing harm and abuse from our people, operations, and programs to anyone who encounters our work.

• Reporting all safeguarding incidents, you see, hear, hear about, or suspect, using our internal reporting mechanism and complying with all safeguarding framework policies and practices.

Behavioral Competencies:

• Teamwork skill

• Ability to coordinate and mentor staff under his/ her responsibility.

• Result oriented.

• Resilient under stressful environment

• Good analytical skill

• Self-managed, committed, knowledgeable, and confident.

How to Apply

An updated curriculum vitae (CV) of not more than 4 pages, with a minimum of two referees, including your most recent line manager.

Closing date for all positions: 1st July 2024

Please use applicant Forms.

Fill out this form using THIS LINK and Send your application by email to hr.eth@helpage.org before the closing date. Indicate the vacancy subject in your mail.