Logistics and Admin Assistant (4 Positions)

About the Organization

Development for Peace Organization (DPO) is an Ethiopian non-profit organization established in 2020 with a mission of striving to meet the humanitarian and developmental needs of societies regardless of race, color, religion or cultural background. We are legally registered to work in Ethiopia (Reg. 5164) as National NGO and as INGO in South Sudan (Reg. 4178), Somalia (Reg. NGOD/Moifar0422/022) and Kenya (OP.218/051/22-400/12732); it is also processing its registration in Yemen. We are currently seeking an experienced Logistics and Admin Assistant to join our mission-driven organization.

Job Summary

The Logistics and Admin Assistant will report to the Health and Nutrition Coordinator, responsible for overseeing day-to-day, fleet management, Office Management general logistics needs related to the camp activities.

Duties and Responsibilities

• Arrange transportation of equipment & materials to the designated location, including loading and uploading and ensure issuance of proper documentation, i.e. delivery notes, packing list, insurance, etc. Liaise with suppliers and vendors for timely delivery of goods, and efficient problem solving of unexpected issues.
• Ensure monitoring of logbooks and vehicles fuel consumption on a weekly basis; compiles and submits monthly fleet report of maintenance cost summary, fuel usage, and personal mileage and KM analysis and submits with recommendations to Medical Director.
• Maintain a daily Vehicle availability, ready for in town travel and various field destinations. Avail different Vehicles as per the request on daily basis and decide appropriate vehicle type for requested transport service.
• Ensure that vehicles are checked daily and weekly, and that they are maintained in a timely manner.
• Ensure that the vehicle is kept clean, inside, and outside, at all times and that the organization stickers are visible.
• Handle annual vehicle inspection and Insurance renewal for each Vehicles, and handle insurance cases in case of any accident or incidents.
• Make sure the Vehicles arrived is in good condition and the driver is with valid driving license to provide the required transport service and make sure drivers provide the services as per the requirement.
• Ensure periodic repair and maintenance service made for each Vehicles and ensure Vehicles are parked in safe place.
• Support in arranging rental trucks for transportation of different materials and make sure the driver take over all supportive documents like delivery Order, credit, or cash sales invoice along with the goods loaded.
• Work under the management and guidance of the Health and Nutrition Manager and take specific responsibility for fleet coordination and inventory control task.
• Regularly collect log sheets from drivers and maintained and update Vehicles files on monthly basis.
• Oversee and support all administrative duties in the office and ensure that the office is operating smoothly.
• Manage office supplies inventory and place orders as necessary.
• Develop office policies and procedures, and ensure they are implemented appropriately.
• Assist with office layout planning and office moves, and with managing and maintaining printers & IT infrastructure.
• Identify opportunities for process and office management improvements, and design and implement new systems.
• Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports.
• Assists the S. Human Resource in preparing candidates profile;
• Verify for reference check of the selected candidate;
• Organize and deliver orientation to new employees.
• Helps in shortlisting of applications for vacancies posted at the head office level.
• Organizes and handles personnel records of employees such as annual leaves, sick leaves, performance evaluation results and others;
• Distributes employee performance evaluation forms, ensures that all are filled-out properly and summarizes the evaluation reports;
• Supervise guards and their shift and office cleaners.
• Performs any additional activities which may assigned by the Health and Nutrition Coordinator.

Required Number: 4

Salary: As per the organization scale

DPO is committed to diversity and inclusion in its workforce and encourages all candidates to apply to join the organization, regardless of gender, nationality, religious/ethnic heritage, or disability.

DPO has a zero-tolerance policy for sexual exploitation and abuse, sexual harassment, authority abuse, and discrimination. DPO follows the principles of UN Child Protection. As a result, all shortlisted candidates will be subjected to thorough reference and background checks, as well as being expected to conform to these standards and principles.

Qualifications:

Education:

• Bachelor’s Degree in Business Administration/logistics Management or related field.

Experience:

• 2 years of experience for BA, 3 years for Diploma