Logistics Assistant (Deadline: Nov 7, 2022)

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse, and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

 The Program / Department / Team

Mercy Corps has been operating in Ethiopia since 2004. In partnership with civil society organizations, private sector, and the government, Mercy Corps Ethiopia has reached more than five million Ethiopians with interventions to save lives and build secure livelihoods. Our programs emphasize market-driven solutions, reinforce social bonds, and help communities build resilience to the impacts of climate change. Currently in six regional states – Afar, Gambella, Oromia, Somali, Amhara and South Nations, Nationalities and People’s Region (SNNPR) – Mercy Corps Ethiopia is driven by the mission to contribute the emergence of a peaceful, resilient, and prosperous Ethiopia which is inclusive of youth and women. Our strategic directions focus in promoting inclusive and dynamic markets; promoting peace and social cohesion through strengthening formal/informal governance structures and citizen engagement; improved natural resource governance; and integrated humanitarian response.

                         Position Title:  Logistics Assistant

                        Duty Station: Gambella

                        Open Position:  1

Program / Department Summary

The Operations Assistant will work within the Operations department. The Operations Department are committed to provide reliable, timely and compliant support to program activities in order to enable those programs to work efficiently. He/She will ensure that all Mercy Corps offices have adequate admin, logistics support to deliver efficient services in compliance with established Mercy Corps and donors’ policies and with host country laws

General Position Summary

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

Working in the Operations Function, under the direction of the field operations officer, the logistics assistant  is responsible on 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 PALM report for all stakeholders involved in. The post holder should be forward looking, self-driven, operating under minimum supervision, and critical thinker in Area Office senior management role.  Furthermore, considering the various expected systemic changes in 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

I.               Logistics and Procurement Management (55% of Time)

II.              Administration (20% of Time)

III.            Warehouse and Asst Management (25%)

I.               Logistics and Procurement Management and Warehouse and Asset Management [80% 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 me 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 report and ensure the mechanisms by which drivers are accountable for the vehicle which they are given responsibility to drive carefully and maintain the vehicle condition in good standard.
• Produce monthly vehicle utilization/performance report and submit this to the Supervisor.
• Produce all vehicle accident report with the required details and submit this timely. Follow up all insurance related matters as soon as accidents happened.
• Coordinate/Consolidate the monthly/quarterly procurement plan and submit this to the Operations Officer .
• Follow up all the logistics monthly and quarterly diary and provide the necessary report/information on time;
• Ensure that the commitment tracking sheet for the Area Office is filled appropriately and coordinate the information with the Area Finance Officer before it is submitted to the Regional Finance Coordinator
• Ensure that all store or warehouse management works are done to the required standard. Ensure that Bin Card/Stock Card is regularly up to date and the physical count of the items is matching with the records in the card.
• Provide monthly logistics performance report per the guidance from the Operations officer .
• Ensure that for all distributed materials, we have the copies of delivery note and the materials have reached the beneficiaries. Keep good standard filing system for 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 ccing the Operations manager. Ensure that the records kept indicate by which donor source each asset has been purchased;
• Provide support to the programme 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 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.

II.              Administration (25% of Time)

• Together with the Operation Officer , ensure the safety standard of staff, the premises we are working in.
• Together with the Operation Officer , 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

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

Finance & Compliance Management

·       Ensure compliance with donor and Mercy Corps regulations related to emergency programming.

·       Draft and/or review scope of work to hire and manage any technical consultants, including review for technical efficacy and contract budget.

GEDSI (GENDER, EQUALITY, DIVERSITY AND SOCIAL INCLUSION)

• Understand and aware GDI related priorities of the country office and contribute for the

realization of priorities (continually work to understand and be aware of the gender diversity and inclusion priorities of the country office and contribute in the execution)

• Promote gender equal and inclusive workplace culture in a day-to-day interaction with a team member, partners and program participants.

Security

• Ensure compliance with security procedures and policies as determined by country leadership.

• Proactively ensure that team members operate in a secure environment and are aware of policies.

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.

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 in a professional manner and respect local laws, customs and MC’s policies, procedures, and values at all times and in all in-country venues.

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 and have signed on to the Interagency Misconduct Disclosure Scheme. 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.

Knowledge and Experience

·       Five years and more experience in Procurement, Administration and Logistics Management in the non-profit organizations and mainly experience gained in INGO is required.

·       Diploma in Purchasing and Supplies Management/Management/ Business Administration/ Accounting/Marketing is required.

·       Advanced computer skills in MS Office programs, particularly in word and Excel

·       Prior management experience and strong organizational skills

·       Excellent oral and written English and Somali language.

Success Factors

·                Must be confident, self-starter, an independent thinker and have strong organizational, interpersonal and communication skills; team oriented

·                Good computer skills (especially Microsoft Excel, Word Processing, and Outlook)

·                Ability to interact effectively with international and national personnel is required; demonstrated ability to work effectively with diverse group of people

·                High professional standard of administration ethics as well as willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential.

·                Demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary

·                Excellent communication skills, written and oral are required.

·                Demonstrated cultural sensitivity and appropriate flexibility.

·                Emotional maturity and physical stamina.

·                Demonstrated experience in managing Matrix Reporting is needed

·                Willing to travel to Mercy Corps field offices and project sites.