Logistics and Admin Assistant

• Post Title: Logistics and Admin Assistant
• Duty Station: Oromia Regional State, Dire woreda
• Reports to: Area/Project Coordinator
• Salary: As per the organizational scale
• Required: One (01)
• Duration: One year

Introduction

Islamic Relief is an international relief and development charity founded in 1984, headquartered in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities – regardless of race, religion, or gender. The office officially started operation in Ethiopia in 2004. Islamic Relief Ethiopia (IRE) is operational in the Somali Regional State with a base office in Jigjiga, Hargelle, Elkere, Bare, GG and Dekasuftu, Afar Regional State; Semera Logia; Oromia Regional State, West Harergeye, Chiro and Meayso Woredas, Borena zone of Dire woredas and an additional operational office in Addis Ababa. For more information, please visit our website: http://www.islamic-relief.org/work-with-us

Responsibilities

• The Logistics and Administration Assistant is responsible for managing staff, handling employee grievances, managing staff benefit, managing staff Annual leave, purchasing, transportation, stock control, warehousing, and ensuring structures are in place to monitor the flow of goods and materials. S/he coordinates utilization of vehicles, creates routes, supervises drivers, coordinates routine maintenance, and monitors proper utilization of respective budget. Besides, s/he is responsible for managing the provision of clerical, typing, cleaning, security, reception, and other support services for a group of staff in an office or unit or the entire organization.

Key Responsibilities

1. In consultation with the Area/Project Coordinator and Country Officer HR, the Logistics and Admin Assistant handle employee grievances, disciplinary issues and other administrative problems according to IR policies and procedures and on staff rights.
2. Manage personnel activities with the technical advice of the HR lead at CO level.
3. Prepare staff annual leave plan, make ready replacements for staff going for leave in advance when applicable and help employees to go to leave as per their plan; Maintain up-to-date record of annual leave and other leaves.
4. Manage and Maintain records of staff benefits including medical benefits, leave balance, acting allowances etc. and advice the concerned.
5. Coordinates staff development activities of project area offices to perform in-house training through different mechanisms.
6. Ensure that request for annual staff appraisal is sent before the year ends, follow up on timely submission of the appraisals to CO.
7. Sets up sound supply chain and avails means of transport for any request and warehouse space.
8. Ensures the provision of effective and efficient logistical support services to all units and departments of the organization.
9. Supervises reception and switchboard staff to ensure that there is appropriate cover at all times and supervises the provision of work processing.
10. Ensures and monitors procurements are cost effective, timely, up to expected quality level, and in compliance with IR financial as well as procurement and logistics policies and procedures.
11. Networks and communicates with government, suppliers and other stakeholders concerning logistics and procurement, shares update, proposes innovative ideas, and develops and maintain suppliers’ list; and supports the importation of goods and ensures clearance through customs and delivers goods and services for the field office.
12. Ensures timely availability of vehicle for office need, maintaining the quality, cost as per the standard checklists developed and staff vehicle requests are well-organized and coordinated.
13. Ensures the adherence of IR vehicle management policy, driver rules and regulation are maintained, vehicle service time and maintenance schedules are followed.
14. Ensures that IRE vehicles are properly maintained through either contracted private services or qualified agency employees and are used for official business, carrying only authorized personnel and no use of vehicles after-work hours.
15. Monitors and controls vehicles to maximize efficiency in usage of fuel and regular maintenance costs and ensures the maintenance of history jackets of vehicles as per the check list and follows up for its regular update.
16. Ensures the annual inspection of vehicles, secures insurance coverage; ensures the availability of IR logo on the vehicles and on rented vehicles.
17. Provides/facilitates logistical support for staff travel arrangements during internal and external travel.
18. Reviews vehicle log sheet, periodically services vehicles at CO and project offices, and produces monthly fuel consumption report.
19. Ensures that inventory records are updated upon the arrival of new assets and reports to the Logistics Coordinator; ensures the completeness of the store records, periodically monitoring the store movements.
20. Supports for the supervision and monitoring of all field office stores, rented warehouses and stock movement activities are in compliance with IR policies and procedures.
21. Compiles periodic, procurement data, store inventory, logistics support report maintaining with required quality and supports periodic asset inventory.
22. Produces periodic monthly, quarterly and annual reports as well as other reports on HR matters.
23. Performs any other duties as may be assigned.

Personal Specification

Formal Education/Qualification

• Bachelor’s degree in management, Supply Chain, Business Administration, or related fields.

Work Experience

• 4 years of relevant work experience in related positions preferable in INGO/NGO settings.

Personal skills

• Strategic thinker – proven ability to translate strategic plans into action.
• Decisiveness with excellent judgement
• Excellent interpersonal skills – build good relationships with internal and external stakeholders.
• Excellent oral and written communications in English. Local language (Afan Oromo) is Mandatory.
• Able to plan, prioritize and organize self and others.
• Demonstrated ability to lead a team.
• Ability to manage a complex and demanding workload with flexible behavior.
• Must have high ethical standards and Able to plan, prioritize and organize self and others.
• Commitment to humanitarian principles and action
• Competence in MS Office

 

Safeguarding and Equal Opportunity

Islamic Relief and Islamic Relief staff considers the welfare and protection of children, young people and people at risk to be paramount to the organization. And must adhere the principle of ‘do no harm and leave no one behind.’ It is critical we do not expose communities or staff we work with to the risk of harm through our interventions. Islamic Relief have a number of related policies which also describe standards in behavior expected from the organization, its staff and representatives towards each other and those we serve. Islamic Relief is committed to responding swiftly, appropriately and constructively to any and all information children, young people and people at risk have disclosed.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. We participate in the Inter Agency Misconduct Disclosure Scheme and will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and child abuse during employment, or incidents under investigation when the applicant left employment before signing the contract agreement.

Islamic Relief believes everyone has the right to be safe, respected and valued regardless of who they are or their circumstances, and an equal employment opportunity to all candidates and qualified applicants, we do not discriminate on the base of age, sex, race, color, religion, national or ethnic origin, disability status and diversity.

Islamic Relief has a zero tolerance towards all forms of violence, sexual exploitation, abuse and harassment.

IRE highly encourage female applicants to apply for this position. Our organization is committed to promoting gender equality and diversity in the workplace. IRE believe in creating an inclusive working environment where all individuals, regardless of their gender, have equal opportunities for professional growth and development.

IRE value the contributions and unique perspectives that women and persons with disability bring to our organization and are committed to providing a supportive, working environment. IRE believe that by promoting gender equality, we can enhance the effectiveness and sustainability of our programs.

If you are a qualified female candidate with a passion to join our team, we encourage you to submit your application. IRE look forward to considering your candidacy and working together to make a difference in the lives of those in need.