Logistics Officer – Dispatching

CARE is an international NGO with local staff and community partners in more than 90 countries. We create local solutions to poverty and inequality, and we seek dignity for everyone every day and during times of crisis. These solutions have a broad range, from clean water to access to education; from microfinance to ensuring that everyone has nutritious food; from agriculture and climate change to disaster response. CARE puts women and girls at the center of everything we do because they have proven to be the best hope for creating lasting change in the world. Our staff live where they work, which makes us effective at understanding the challenges they face. We’ve been doing this for over 70 years, since World War II. It started with the world’s first CARE Package® of food for the post-war hungry in Europe. Our work today is as important as ever, we believe that poverty and inequality are historic injustices that we can end within a generation, for good. If you share our core beliefs: poverty is an injustice; poverty is solvable; and together, we have the power to end it, join us.

I. JOB SUMMARY

The overall purpose of the position is making sure that all goods/commdities arrive at their destination in time, on schedule and safely. The incumbant is responsibel to ensures that the delivery of materials runs smoothly by coordinating with suppliers, providing precise logistics for drivers to follow along on their routes, and coordinating delivery times. She/he is the point of contact for final delivery point receivers and drivers and have all the information needed to make the last mile delivery.

The job function involves a series of steps, including preparing the goods/commodites for shipment, coordinating transportation, and arranging for the delivery of the goods/commodities to the recipient at the final intended destination.

II. Responsibilities

Job Responsibility #1: Planning for Shipments (15%)

• Compile procurement and shipment plans for delivery of goods/commodities to order destinations.
• Liaise with procurement and requesting units in identification and timing for transport companies.
• Liaise with Safety and Security team for ensuring clearance for shipment of goods/commodities as per the shipment plan.
• Communicate and ensure the availability of sufficient warehouse and personnel at the final delivery location/recipients/offices.
• Secure all required clearance documents that are required for the dispatching of goods/commodities (as required by various stakeholders). Ensure that all paper works are timely completed and is always accurate.
• Participate in logistics clusters/coordination meetings with peer INGOs/UN Agencies

Job Responsibility #2: Dispatch Monitoring and Coordination (60%)

• Coordinating with transport companies to arrange pickup and delivery of goods/commodities. Coordinate also with other departments/offices within CARE Ethiopia to ensure that shipments are delivered on time.
• In coordination with the Safety and Security unit, monitor shipping conditions such as weather forecasts, road accesses, security situations, etc. to ensure safe transport.
• Coordinate with suppliers for factory dispatching of goods/commodities. It is also the responsibility of the Dispatching Officer to manage the Driving role, both in Addis and outside Addis, as part of completing on the inspection and shipment of goods/commodities.
• Ensure that packaging and labeling materials, safety standards, and other requirements are in place and met by the transport company.
• Coordinate with technical experts on goods/commodities for inspection of materials before dispatching as well as at place of final delivery.
• Timely track on Drivers and Trucks and delivery schedules. Always ensure the safety and whereabout of goods/commodities.
• In coordination with the Supply Chain Manager and Logistics Administrator, provide solutions to in-route obstacles/challenges, support required from Drivers, etc.
• Complete on the dispatching function through proof of delivery and timely collection of related confirmation reports (GRN, Model 19, Handover Confirmation).

Job Responsibility #3: Documentation and Invoicing (15%)

• Maintain an up-to-date inventory of all goods/commodities being shipped to ensure that freight can be booked effectively.
• Issues Waybill/Dispatching Notes for delivery pickups and transportation.
• Responsible for compiling all the documentation involved in pre-shipment to final order delivery. This includes the timely collection of Invoices from suppliers and the collection of GRNs/Model 19 from final recipients of the goods/commodities.
• Follow up on the timely completion of payment to transport companies.
• Prepare weekly report on the progress on Dispatching Plans and Trucks/Drivers Tracking

Job Responsibility #4: Others (10%)

• Perform other duties as assigned by Logistics Administrator.

III. Qualifications

Required

• BA degree in Supply Chain Management or related fields
• At least 3 years relevant work experience, and 2 years of relevant experience plus post graduate degree in procurement, warehousing, and dispatching roles.
• Flexibility and willingness to work outside of regular working hours, including with Driving service.
• Knowledge on the country’s transportation regulations and requirements.
• Familiarity with transport management and logistics software/systems.

Skills

• Excellent interpersonal skills
• Ability to work effectively with others on a team and proven team skills
• Ability to work in a fast -paced and extremely time-sensitive environment (handle pressure)
• Well organized and proven ability to act in a professional and ethical manner
• Problem solving