Logistics Assistant / Driver

The Ethiopian Red Cross Society (ERCS) was established in 1935 and is one of the oldest and largest humanitarian organizations in Ethiopia. ERCS provides services to communities affected by natural and manmade disasters through the provision of emergency responses, ambulance and first aid, family reunification, essential drugs, water and sanitation, and other humanitarian services. ERCS also runs disaster risk reduction programs with the aim of creating resilience households and communities. Currently the ERCS has a structure consisting of Currently the Society has 14 regional branches, 40 zonal branches, 180 woreda branches, and 5,871 Kebele Red Cross Committees.

ERCS also runs disaster risk reduction programs relating to food security, climate change adaptation, livelihood diversification, and institutional capacity building interventions, with the aim of creating resilience households and communities. ERCS works in partnership with the Ethiopian Government, International Federation of the Red Cross and Red Crescent (IFRC), International Committee of the Red Cross (ICRC), partnering National Societies, members, volunteers and the communities we serve.

Details of the vacant position

Work Unit: DRC Country Office, Addis Ababa

Reports to: Country Manager

Terms of employment: Contract

2. PURPOSE STATEMENT

1. Logistics Assistant / driver shall provide support to the DRC staff members in Ethiopia Country Office, which currently consist of 4 international staff, and 3 local staff. The Logistics Assistant / driver will be integrated in the Danish Red Cross Country Office and contracted by Ethiopia Red Cross Society. The position is divided with approximately 85% supporting the DRC Country Office with administrative, finance, and logistic support related to purchases and maintain office inventory supplies, financial documentation and reporting, petty cash count, logistic arrangements related to the office’s daily work and field travels as well as visitors to ensure smooth operation of the office. Approximately 15% the tasks will be as driver for the country office, its staff and its visitors in addition to maintenance of vehicle and logbook.

3. Specific Duties and Responsibilities

Under the supervision of the Country Manager, carry out administrative and logistical tasks related to the country office (85%). This will include:

• Carry out tasks related to purchase and replenishment of office supplies (water, toner, etc.) as stipulated in the DRC procurement policy
• Office inventory maintenance of the DRC Country Office. Liaise with Ethiopia Red Cross Society’s Facility Management
• Follow up payment dates and invoices for all supplies, including utilities, to avoid inconvenience because of delay in payment
• Continuously maintain and update DRC country office asset registers and inventory list as well as safekeeping of office assets
• Supporting country office staff and delegates with following up on residence maintenance issues and liaise with Ethiopia Red Cross Society’s Protocol Unit
• Following up with ERCS on facilitating resident permits for incoming and renewals for resident delegates
• Supporting DRC visitors to Ethiopia in obtaining visa, booking accommodation and airport transfer
• Ensure that the DRC welcoming note is always updated and shared with visitors prior to arrival together with the security guidelines
• Ensure that the contact list for DRC staff in Ethiopia is always updated and available to all DRC staff members
• Write cheques
• Manage petty cash
• Request bank transfers and petty cash withdrawal
• Arrange for payments of expenditures of the country office including prepare payment vouchers to be approved by CM and ensure that all supporting documents are attached and recorded in journals.
• Ensure strict adherence to new and existing administrative systems both at HQ and in the Country Office
• Assist DRC staff members in scanning and copying documents
• Follow up on attendance sheets, scanning and filling of documents
• Assist DRC staff members in financial reporting, filling and documentation
• Driving Danish RC vehicle in Addis Ababa following ERCS and IFRC movement, security, and safety regulations.
• Ensure the safety and security of passengers and the vehicle. Follow up on mileage services and notifications
• Daily and proper filling of log sheets
• Follow-up on issues relating to the country office fleet e.g., vehicle repair, insurance, parking fees, fuel, maintenance and annual inspections of fleet.
• Ensure timely, cost-efficient maintenance and repair works of the vehicle
• Daily ensure coordination of vehicles and use of driver including that log-documents are properly filled and presented
• Any other duties may be assigned by the Country Manager and/or the Country Finance Officer
• Communication in relation to the tasks:

Under the supervision of the Country Manager, carry out driving tasks related to the country office (15%). This will include:

• Day-to-day communication with the DRC Country Manager and Country Finance Officer
• Coordination and regular communication with DRC staff in the country office
• Communication with relevant staff of ERCS
• Communication with DRC delegates and visitors to Ethiopia

4. Education and Work Experience:

• University Degree or Diploma in Administration or Business Administration – or related relevant field
• 4/6 years of relevant experience in logistics/admin assisting role
• Basic First Aid course (or willingness to take this during probation period)
• 3rd grade Valid driver’s license and driving experience with both manual and automatic vehicles
• English language skills in writing and speaking
• Excellent computer skills, including knowledge of Microsoft Office applications such as Outlook, Excel and Word
• Able to work in a team
• Flexible and adaptable to changing working conditions
• High degree of integrity, proactivity and discretion in personal conduct
• Self-motivated, with good judgement and initiative
• Able to prioritize tasks and meet deadlines
• Communication, coordination, networking and facilitation skills

Personal Skills

• Able to work in a team
• Flexible and adaptable to changing working conditions
• High degree of integrity, proactivity and discretion in personal conduct
• Self-motivated, with good judgement and initiative
• Able to prioritize tasks and meet deadlines
• Communication, coordination, networking and facilitation skills