Logistic Assistant at The Halo Trust Ethiopia

About The HALO Trust

HALO is the world’s oldest and largest demining organization, with 10,000 staff in 30 countries. 98% of HALO’s staff are local employees and include a growing number of women. Wearing the HALO badge is to belong in a team sharing one purpose: serving people affected by conflict, clearing landmines and explosive remnants of war that threaten lives long after fighting has finished. At HALO, we pride ourselves in the life-saving work we do, and have correspondingly high expectations of the staff we employ.

Role Summary

The logistic assistant plays a vital role in ensuring accurate, clear, and culturally appropriate communication between HALO’s Management Team, staff, local communities, authorities, and external stakeholders.

Key Responsibilities

• Manage and responsible for the receipt, storage and issuance of materials, tools and consumables of HALO Afar Office.
• Maintain an up-to-date and accurate version of the programme Logistic Database both on Logistic Department computer and backup in share folder (either server or external hard drive)
• Oversee the management and archiving of all logistics store files
• Create and manage a monthly Store Check planner which requires all senior staff to conduct at least one store check per month
• Conduct or coordinate 100% checks of all HALO stores during the work cycle
• Process and archive all purchase documents for items procured.
• Advise Office manager regarding areas of programme resupply in a timely and cost efficient manner
• Receive, document and register the arrival of all new equipment into HALO stores in a timely and ordered manner, including the issuing of HALO Ethiopia serial numbers when appropriate, label/tag properly, record and store safely according to storage management;
• Create a simple monthly logistics report detailing remaining stock levels and areas for resupply to be shared among appropriate senior staff at the discretion of the PM
• Maintain an updated and accurate capital equipment list for the programme.
• Manage write-off of all broken equipment, including the preparation of all relevant documentation
• Support in the preparation of purchase requests, collect quotations, assist with market assessment, prepare bid analysis and submit for approval.
• Ensure that Afar field office stores are clean, tidy and structurally sound including locking mechanisms and area around stores
• Conduct assessments of location logistical systems, checks of location stores, and provide written feedback, including areas for development to senior management
• Ensure that all activities related to finance, logistics, and fleet to which they are conducted in accordance with HALO Ethiopia SOPs. Adhere to all HALO global policies and procedures.
• Manage fleet management on daily planning and monitoring of vehicles movements, maintain up to date vehicle log books, fuel usage and maintenance records.
• Support on vehicle inspection and service schedules according to HALO SOPs
• Perform other duties assigned by the supervisor

Education:

• A university degree in accounting, finance, business management, supply management or another relevant field of business studies.

Experience:

• Minimum of 3 years work experience in logistic management or related field

Required skills:

• Professional experience and proven knowledge in the areas of logistic management would be an asset
• Experience and knowledge of MS Office applications, specifically MS Excel is mandatory
• Excellent command of the Afar and Amharic language.
• Basic knowledge of English language is desirable
• Ability to work in a team
• Highly motivated and committed
• Willing to travel to remote areas and to camp in the field, ability to work flexibly including weekends Willingness to work outside of regular working hours when necessary
• Attention into details

All HALO staff are expected to undertake the following general duties:

• Work within the framework of HALO’s core values, promoting its ethos and mission statement
• Work towards achieving programme and/or group business plan objectives
• Ensure familiarity with and adhere to all HALO policies and procedures and keep informed of HALO activities
• Travel to field trip among other team members as and when required
• To discharge duties and responsibilities under HALO’s Health and Safety Procedures which may include Risk Assessments