Logistics & Admin Officer

Medical Teams Calling

Daring to love like Jesus, we boldly break barriers to health and restore wholeness in a hurting world.

Medical Teams International holds strict child and vulnerable adult safeguarding principles and a zero-tolerance policy for misconduct related to sexual harassment, exploitation and abuse in the workplace and other places where the organization’s activities are rendered. Parallel to technical competence, recruitment & selection, hiring decisions will give due emphasis to assessing candidates’ eligibility thorough background checks, police clearance, and professional reference check processes.

JOB SUMMARY

The Logistics Officer contributes to the calling of Medical Teams International by implementing logistics & Procurement activities that support the smooth operation of all Medical Teams programs in the field office. This includes overseeing the procurement, transportation, and distribution of supplies, as well as ensuring the efficient management of logistics resources to enable effective service delivery to communities in need.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Plan and support supply chain activities, including sourcing, transport, shipping, warehousing, asset management, and stock control to optimize stock levels at the field office.
• Implement procurement processes in line with Medical Teams and donor policies, ensuring transparency, efficiency, and cost-effectiveness, while negotiating prices and proposing new suppliers.
• Process procurements through the Unit 4 ERP system, ensuring accurate and timely records.
• Train staff in the use of the Unit 4 ERP system, ensuring up-to-date records and supporting documentation are maintained.
• Track vendor contracts and collaborate with user departments for effective implementation and timely payments.
• Assist in annual procurement planning to ensure smooth operations.
• Track and manage organizational equipment and assets, ensuring compliance with Medical Teams and donor requirements.
• Responsible for overseeing fuel consumption across all field offices, including monitoring fuel usage, ensuring accurate consumption records are maintained, and supervising logistics assistants in their reporting duties. This role involves coordinating with logistics assistants and drivers to support proper vehicle maintenance, prevent fuel wastage, and implement fuel management policies effective
• Conduct periodic inventory and asset monitoring to ensure proper use and condition of property.
• Ensure proper branding on all items as per Medical Teams and donor requirements.
• Assist with office management needs, including purchasing office supplies.
• Conduct regular local market surveys to assess the availability and pricing of local items.
• Collaborate with the country Office Senior Admin and IT Officer to address their field department technology needs
• Ensure compliance with Medical Teams and donor procurement policies, including submitting procurement plans, managing vendors, and maintaining records.
• Support safety and security tasks as delegated.
• To control and manage all vehicles, to ensure that are carried out, to carry out fuel consumption checks and ensure that logistics.
• To control all assets, to manage the equipment and ensure that equipment is properly used. Develop and maintain a database of suppliers for goods and services.
• Coordinate the recruitment process for new staff and manage their induction to the organization.
• Assist in conducting reference and background checks on potential candidates.
• Prepare appointment letters and contracts for staff and contractors.
• Maintain and track all personnel records and databases.
• Act as an administrative liaison between the Field Office and Country Office.
• Assist in disciplinary cases and ensure they are handled according to MTI policy and legal requirements.
• Provide support and translation services when needed within the office.
• Act as the point of contact for HR issues and ensure timely submission of all HR paperwork to country office HR.
• Ensure that all locally sourced staff and volunteers have valid contracts.
• Maintain a clean and orderly work area that ensures privacy.
• Monitor monthly staff timesheet submission.
• Ensure accountability is integrated into country strategies, program design, monitoring and evaluations, recruitment, staff onboarding, training and performance management, partnership agreements, and highlighted in reporting.
• Support safeguarding of program participants and employees through promoting an environment of awareness and upholding the code of conduct provisions of Medical Teams Protection from Sexual Exploitation & Abuse, Child & Vulnerable Adult protection, and harassment-free workplace policies. Incumbents will remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills which will enable you to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct yourself in a manner consistent with the Safeguarding code of conduct and behavior expectations.

Other Duties:

• Utilize volunteers when appropriate.
• Additional duties as assigned.

EDUCATION, LICENSES, & CERTIFICATIONS

• Bachelor’s Degree in Procurement & Logistics, Supply Chain Management, Business Administration, Public Administration or related field is required.
• Experience working with INGOs
• Professional certification preferred.

EXPERIENCE

• More than 2 years of procurement and logistics experience
• Experience with donor (UN, USAID, etc.) asset and procurement specific procedures is an added advantage.

KNOWLEDGE, SKILLS & ABILITIES

KNOWLEDGE

• Knowledge of supply chain management including procurement, tendering, contracting, clearance, transport, warehousing, distribution, fleet management and asset management
• In-depth knowledge of ERP systems
• Demonstrated understanding of donor-specific logistics procedures and grant requirements

SKILLS

• Highly skilled at using ERP systems to manage inventory logistics
• Strong interpersonal, influencing and negotiation skills
• Good communication skill
• Strong computer skills including word processing, spreadsheets, and databases
• A good command of both written and spoken Amharic, Somali and English.

ABILITIES

• Ability to act with integrity and ensure security and appropriate use of assets
• Ability to complete complex tasks with a high degree of autonomy and responsibility
• Ability to stay highly organized with good quantitative
• Ability to maintain detailed records with high accuracy
• Ability to support MTI Calling and adhere to the MTI Code of Conduct

PHYSICAL CONDITIONS

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequent use of personal computers, database and digital platforms, and other office productivity machinery, such as copy machines and computer printer.
• Frequently uses hands, fingers, and arms to reach, handle, touch or feel equipment, medical instruments, materials, computer.
• Frequent communication and exchange of information among colleagues and persons of concern which requires the ability to speak, hear, convey and express oneself.
• Frequent close vision and the ability to adjust focus.
• Occasionally ascends/descends stairs, steps, or ladder
• Occasionally move about inside an office to access file cabinets, office machinery, meet with colleagues, etc.
• The employee must occasionally lift and/or move up to 10Kg.
• Seldom to occasionally position oneself to stoop, kneel, crouch, or crawl.
• If in travel status, occasional to frequent traversing over rough or steep terrain in either a motor vehicle or on foot.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderately quiet.
• The employee may be required to travel to remote areas of the world where there are potential health hazards and risks, limited hygiene facilities, extreme weather, and very basic living conditions.

NOTE: The above job description is intended to describe the general nature and level of work being performed by staff assigned to this job. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of staff in this position. Duties, responsibilities, and skills are also subject to change based on the changing needs of the job, department, or organization.

This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned; The job description does not constitute an employment agreement between the employer and employee and is subject to change by Medical Teams International as the requirements of the job change.