Distribution and Documentation Expert

Internal/ External Vacancy Announcement

ORGANIZATIONAL OVERVIEW

The National Election Board of Ethiopia (NEBE), re-established by proclamation No. 1133/2011, is the constitutionally mandated body to conduct elections, organize referendum and regulate political parties in Ethiopia. NEBE is working to boost its’ institutional strength with a special focus on enhancement of human resource capacity. Accordingly, NEBE would like to invite applicants for Distribution and Documentation Expert position who meet the following requirements.

 

Required number: One

Reports to: Head, Election Logistics

Duty station: NEBE Headquarter, Addis Ababa

Duration: Permanent

Salary: As per the organization’s salary scale (Competitive)

Job Summary

Distribution and Documentation Expert is responsible to ensure efficient and effective documentation and distribution of election materials, pack and dispatch election materials to all polling stations within predefined time table

Duties and responsibilities

Distribution Management:

• Coordinate the distribution of products to customers, ensuring timely and accurate delivery.
• Optimize distribution routes and methods to enhance efficiency and minimize costs.

Documentation and Record Keeping:

• Prepare and maintain accurate shipping documents, including invoices, bills of lading, and shipping labels.
• Ensure compliance with customs regulations and international shipping requirements.
• Maintain detailed records of shipments, inventory levels, and distribution activities.

Quality Control:

• Oversee quality checks on outgoing goods to ensure they meet customer specifications and standards.
• Investigate and resolve discrepancies related to product quality or quantity.

Customer Communication:

• Communicate with customers to confirm delivery schedules, address inquiries, and resolve delivery-related issues.
• Provide exceptional customer service, ensuring a positive experience for clients.

Inventory Management:

• Collaborate with inventory control teams to manage stock levels and prevent overstocking or stock outs.
• Implement strategies to optimize inventory turnover and minimize carrying costs.

Compliance and Regulations:

• Ensure compliance with local, national, and international regulations governing transportation, distribution, and documentation.
• Stay updated on industry regulations and standards, adjusting operations as necessary to maintain compliance.

Team Collaboration:

• Collaborate with cross-functional teams, including warehouse, sales, and customer service, to optimize end-to-end distribution processes.
• Facilitate effective communication and coordination among team members to achieve common goals.

Process Improvement:

• Identify opportunities for process improvements in distribution and documentation procedures.
• Implement best practices and technology solutions to enhance distribution efficiency.

Education and Work Experience:

• BA or MA degree in Supply Chain Management, Business Management, Transport Management, or any other related field.
• 5 years for Master’s or 7 years for BA In Supply Chain Management, Logistics, Fleet, and related job positions.

Training and certification

• Transportation Management, Change and Transformational management, Basic Knowledge of Microsoft Office applications especially Excel and Word.

Know-How (Skills) (Technical competencies):

• Strong attention to detail and accuracy in documentation.
• Excellent communication skills, both verbal and written.
• Ability to multitask, prioritizes, and delegate tasks effectively.
• Knowledge of customs regulations and international shipping requirements.
• Problem-solving abilities and a proactive approach to addressing issues.
• Familiarity with distribution and logistics industry trends and best practices.