I. Job Summary

The purpose of the Emergency Logistics Officer position is to provide administrative support to ensure humanitarian projects receive appropriate and timely support from relevant support units inclusive of procurement, HR, administration and logistical program support functions. S/he will monitor support requests and work with support units to address delays or challenges encountered in the provision of timely and quality support services. The post holder will also play a key coordination role between and amongst support units and provide technical managers with critical information related to project performance against projected timelines.

II. Responsibilities

Responsibility #1 : Monitor Procurement Support Requirements (30%)

• Together with Sector advisors, prepare procurement plan for each project and follow up and make sure procurements are happening timely as per the plan
• Assist sector advisors and all requestors with additional price related information for procurement planning
• Review procurement plans regularly to ensure requisitions are being raised on a timely manner
• Raise humanitarian purchase requests and timely communicate to procurement unit
• Coordinate all the follow up activities once PO is awarded by procurement team to selected vendors, arrange transportation and track shipments to ensure they arrive on time and the shipment and delivery process adhere to the organization regulations and procedures

Responsibility #2: Monitor Logistics and Human Resource Requirements (30%)

• Engage in proposal development to assist technical advisors in developing logistics along with support plans, budget requirements for emergency supplies
• Maintain dashboard for rental vehicles and track PR and POs and make sure vendor payments are effected regularly within the project lifespan
• Ensure logistics requirements in emergency operations take gender-specific needs into consideration
• Maintain personnel dash board to track and follow up on the progress of HR requests of each emergency project

Responsibility #3 : Coordination between and amongst key units (30%)

• Manage payment of invoices for air ticket purchases closely working with Program Admin Assistants and the BSM department.
• Copy necessary documentation before forwarding original documents to support units.
• Using information provided in the HO procurement status report and field office information, compile POs and pending commitments for the pipeline analysis of humanitarian projects.
• Closely work with program, grants and procurement and involve in pipeline analysis of humanitarian projects focusing on online and offline PRs, POs and other commitments
• Initiate discussion with program, grants, HR and procurement teams when concerning issues are identified in the tracking exercise
• Closely work with procurement and finance to check vendor contracts and payment times are linked to project timeline and make sure vendors are paid timely for the services they rendered to emergency projects

Responsibility #4: Other (10%)

• Provide roaming service and on-site support to field office teams on administration, logistics and procurement mainly in newly set up offices/responses
• The post holder will need to work closely with the senior planning and technical manager and the senior program and operations manager
• Perform other duties assigned

III PROBLEM SOLVING (Thinking Environment)

·The levels of problem solving this position will face are levels one and two. But she/he usually deals with identical or similar problems on a regular basis and what must be done and how to do it are clearly defined in the Financial Policy and Procedures Manual.

GENDER EQUALITY

• Understanding and demonstrated commitment to the importance of gender, youth, and social inclusion issues.
• Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming

III. Qualification (KNOW HOW)

Required:

• BSc in supply chain management, procurement, logistics or other related social sciences
• 3-5 Years in related role
• good written and verbal Amharic and English language skills
• Good computer proficiency (i.e. Ms. Word, excel,)
• Team player, flexible and ability to work under multi-cultural working setting
• Quick learning ability, communication and strong interpersonal skills
• Ability to meet deadlines
• Ability to work in a stressful situation, can multi task, good writing skill, team player and problem solver
• Understanding of the importance of gender, youth and social inclusion
• Demonstrated commitment to principles of gender, equity, diversity, inclusion and PSHEA (safeguarding) through previous positions or programming experience

Desired:

·Humanitarian experience, project management skills and accounting background