Logistics Assistant -Addis Ababa

Job Description

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action helping people triumph over adversity and build stronger communities from within. Now, and for the future.

Mercy Corps has been present in Ethiopia since 2004 working to drive bold and transformative ideas, working closely with government, the private sector and civil society actors to build a more resilient country, ensuring that programs are responsive to and influenced by participants and stakeholders. With the launch of Mercy Corps Global Strategy, Pathway to Possibility, the country office is poised to operationalize its three-year strategy with a vision to enhance the resilience of climate- and conflict-affected communities through market systems development for improved livelihoods, access to food, and safe and clean water to thrive in the face of crises. In Ethiopia, our strategy focuses in the four outcome areas: 1) Economically marginalized populations have improved and diversified livelihoods, income, and assets; 2) Pastoralists, farmers, and households have access to sustainably produced, safe, nutritious food; 3) Social cohesion and inclusive governance processes are built in crisis-affected communities; and 4) People have equitable, sustained access to clean water and sanitation for domestic and productive use. Currently, we operate in six regional states – Afar, Gambella, Oromia, Somali, Amhara and South Ethiopia. Working with a diverse base of donors that includes United States Agency for International Development (USAID), European Union, GAC, Hilton Foundation, United Nations (UN), JOA, Sweden, EKN, and other foundations, Mercy Corps Ethiopia empowers people to recover from crisis, build better lives and transform their communities for good.

Position Title: Logistics Assistant

Duty Station: Bahirdar, Ethiopia, with frequent travel to the target Woredas

Open Position:  1

Program / Department Summary

The Operations Department provides key support to the entire country program in procurement, asset management, warehouse management, fleet management, IT, Safety and Security Management, and facilities & office management for successful program implementation.

General Position Summary

In order to have a smooth implementation of the programmer operational plan, the Logistics and Admin Assistant plays a key role in the Area Team in ensuring compliance towards Procurement, Logistics, HR, and Administration Area.

Working in the Operations Function, under the direction of the field office focal Manager, the Logistics and Admin Assistant is responsible for the day-to-day routine tasks of the operations department as well as monthly, quarterly, and annual reporting. She/he is expected to produce reliable, accurate, and timely Operations reports for all stakeholders involved. The post holder should be forward-looking, self-driven, operating under minimum supervision, and a critical thinker in the Area Office senior management role.  Furthermore, considering the various expected systemic changes in the future, the post holder should be forward-looking, change-oriented, and able to develop/train the team in the changing environment.

This job requires travel to the project sites directly managed by Mercy Corps as well as by sub-grantees. The main objectives of the travel are compliance and monitoring (internal audit nature) of donor rules as well as MC’s internal policies and procedures. Where necessary the objective of the visit could also be capacity assessment or capacity building.

Essential Job Responsibilities

ESSENTIAL JOB FUNCTIONS:

Specific responsibilities include, but are not limited to the following:

1. Logistics and Procurement Management (55% of Time)
2. Administration (20% of Time)

• Human Resource (25%)

1. Logistics and Procurement Management [55% of Time]

• Ensure that all procurement processes are handled effectively per Mercy Corps’s internal procedures as well as in line with the donor’s rules and regulations. Beyond the fairness of the price, ensure the quality of items to be procured is meeting the expected standard and the specifications are as requested by the program technical staff or budget holder.
• Ensure that all vehicle log management is handled effectively, and all the necessary processes and procedures are completed per Mercy Corps’s internal policies and procedures as well as according to the donor rules and regulations.
• Provide timely and accurate vehicle log reports and ensure the mechanisms by which drivers are accountable for the vehicle which they are given the responsibility to drive carefully and maintain the vehicle condition to a good standard.
• Produce monthly vehicle utilization/performance reports and submit them to the HOO.
• Produce all vehicle accident reports with the required details and submit them timely. Follow up on all insurance-related matters as soon as accidents happen.
• Coordinate/Consolidate the monthly/quarterly procurement plan and submit this to the Area Manager copying the HO.
• Follow up all the logistics monthly and quarterly diary and provide the necessary report/information on time;
• Ensure that all store or warehouse management works are done to the required standard. Ensure that the Bin Card/Stock Card is regularly up to date and that the physical count of the items matches with the records on the card.
• Ensure that for all distributed materials, we have copies of delivery notes, and the materials have reached the beneficiaries. Keep a good standard filing system for the distribution list and provide the information as and when requested by internal management or auditors;
• Ensure the fixed asset registration is kept to a standard required and provide quarterly updates to the Asset controller in the central office using the Operations manager. Ensure that the records kept indicate by which donor source each asset has been purchased.
• Provide support to the program technical team in coordinating fleet management. Discuss the needs and the plan in the weekly mini-operational meeting led by the Area Manager;
•  Ensure all leased or rented vehicle information is kept to an adequate standard, the selection processes of service providers is fair and the documentation produced is good enough to be attached to the financial invoices. Follow MC’s internal policies and procedures applicable on procurement of goods and services.
• Provide support on all logistical arrangements for visitors;
• Ensure that all supplies required running the project operation as well as the office is adequately handled.

1. Administration (25% of Time)

• Together with the Area Manager, ensure the safety standard of staff, the premises we are working in.
• Together with the Area Manager, ensure the safety of staff during travel to the project sites ;
• Ensure that we are keeping the copies of all regional state agreements in the office file;
• Ensure we are keeping all copies of lease agreements for office, warehouse in a proper file and follow the end date and renewal;
• Perform various administrative duties per MC’s internal policies and procedures
• Ensure all local admin or legal issues are handled in a smooth way and do regular communication with the HR and Legal Director based in Addis

Human Resource (25% of Time)

• Ensure employees personal file which mirrors to the file kept in the Addis Office is maintained adequately at the Area Office level
• Ensure that all temporary hires file is kept at the Area Office level and provide monthly report to the HR and Legal Director based in Addis
• Support the Area Manager and other Senior Programme technical staff in all of the induction process of the new staff
• Based on the schedule set, provide various HR related technical report to the Area Manager as well as to the HR and Legal Director based in Addis
• Together with the Area Manager, be one of the primary focal person to implement MC’s HR policies and procedures in the Area Office

Perform any other similar tasks that may be reasonably assigned by the line manager in any one of the three components above.

Supervisory Responsibility

NONE

Accountability

Reports Directly To: Field Program Manager

Works Directly With: ALL staff at the field office

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Knowledge and Experience

• Bachelor’s degree in Logistics or Business administration.
• Excellent analytical skills, Good interpersonal and communication skills, Good organizational skills, and Willingness and ability to adapt to changing work requirements and priorities that may require overtime or extended hours.
• Relevant qualification in the field of admin and logistics
• 2-years minimum of relevant experience
• Excellent oral and written English skills.
• Strong computer skills in MS Excel, and MS Word programs.
• A demonstrated ability to multi-task and process information into action so as to not delay program activities.

Success Factors

The successful Logistics and Admin Assistant will assist office management tasks and logistics tasks (i.e. asset, procurement, and warehousing) in delivering successful programs while demonstrating excellent stewardship of donor funds and compliance with Mercy Corps and donor regulations. They will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel both in a managerial and training capacity while demonstrating the ability to multi-task, meet deadlines, and process information in support of changing program activities. The most successful Mercy Corps staff members have a solid commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Gender, Equality, Diversity, and Social Inclusion

• Understand and be aware GDI related priorities of the country office and contribute to the realization of priorities (continually work to understand and be aware of the gender diversity and inclusion priorities of the country office and contribute to the execution)
• Promote gender equal and inclusive workplace culture in day-to-day interaction with team members, partners, and program participants.

Accountability to Beneficiaries

• Mercy Corps team members are expected to support all efforts toward accountability, specifically
  to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring, and evaluation of our field projects.
• Team members are expected to conduct themselves professionally and respect local laws, customs, and MC’s policies, procedures, and values at all times and in all in-country venues.

Influence and Representation

• Identify, build, and manage collaborative partnerships with consortium partners, sub-grantees, donors, local governments, and other stakeholders.
• Communicate effectively to ensure overall project targets and donor obligations are met.

Security

• Ensure compliance with security procedures and policies as determined by country leadership.
• Proactively ensure that team members operate in a secure environment.

Organizational Learning

As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient, and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives. We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development.

Living conditions / environmental conditions

The position is based in the Bahirdar, Field office, and it requires up to 60% travel to the target woredas. Mercy Corps team members represent the agency both during and outside work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves professionally and respect local laws, customs, and Mercy Corps policies, procedures, and values at all times and in all in-country venues. Fostering a diverse and open workplace is an important part of Mercy Corps’ vision. Mercy Corps is an Equal Opportunity Employer, regardless of background. We are committed to creating an inclusive environment.

How to Apply

All qualified individuals are invited to apply for the advertised position. All applications, including a CV, three references, and all applicable official papers, must be sent Electronically, in Addition Applicants can submit their CVs to Mahibere Hiwot for Social Development office at Bahirdar which is located at Tana Sub-city, Kebele 13, immediately back to the ANRS Bureau of Education, adjacent to the ICAP project Office.

Only candidates that are shortlisted will be acknowledged and called for interviews.

“Mercy Corps is an equal opportunity employer, promoting gender, equity and    diversity. Qualified female and young candidates are strongly encouraged to apply. We are committed to empower women and youth.”

DEADLINE FOR ALL APPLICATIONS: 06 November 2023/ 4:00 PM