Logistics Officer -Jijiga

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 officer

Duty Station: Jijiga

Open Position:  1

General Position Summary 

The logistics officer will work within the Operations Department of Support structure, committed to providing reliable and compliant support to program activities in order to achieve efficient service to program beneficiaries.Reporting to Senior Operations Officer, the Operation Assistant is responsible for the efficient coordination and management of all transport and fleet in MC JIGJIGA operational areas and feeling the operational gabs wherever it is assigned and needed.

Essential Job Responsibilities 

• Work with the Senior Operation Officer to design a suitably staffed and equipped transport function to support the MC’s vehicle operations and policies.
• Implement and direct MC standard Vehicle policies and procedures, with particular attention to safety and security issues.
• Manage and be accountable for the vehicle fleet, ordering and inventory management of all vehicles related parts and consumables, including fuel.
• Evaluate, manage, and monitor drivers.
• any other duties assigned by the Line manager within the Ops department.

Fleet management

• Daily trucking and monitoring of vehicles movement within the GPS system, weekly updating, and reporting to the line manager if any irregularities of policy violation detected by the system, like speed limit violation, ETC…
• Filing and daily updating and of vehicles maintenance records, insurances, Polo and other necessary documents for each vehicle separately
• Manage the vehicle pool (if applicable).
• Ensure that appropriate communications equipment is installed and functioning in MC vehicles to meet the operational and security requirements.
• Ensure the correct and timely routine maintenance and repair of MC vehicles.
• Ensure that all vehicles carry the required on-board documentation and that all documents are kept current (including insurance).
• Inspect and record condition of vehicles, by maintaining weekly checklists file and ensuring that Vehicles logbooks are accurately filled.
• Carry out regular training to all drivers on basic vehicle mechanic skills, daily vehicle inspection, drills on safety driving, defensive driving, use of Codon, etc.
• Ensure all vehicles are properly cleaned on daily basis.
• Prepare weekly and monthly report on transport department and discuss with Senior Operations Officer
• Preparing fuel requests for the drivers, signing on vehicle fuel forms for refueling and keeping accurate record and monitoring system on fuel consumption.
• Collecting fuel advances from the finance department, refilling vehicles in jigjiga town, collection of fuel station invoices and settling advances  validated by the senior operations officer
• Ensure that all vehicles are secure when not in use and kept in safe place
• Be familiar with local regulations / laws.
• Any other duties as may be assigned by the supervisor
• Plan, organize and managing the work of subordinate staff to ensure that the work is accomplished in manner consistent as per the MC requirement
• Collaborate with other managers and staff members in order to formulate and implement policies, procedures, goals and objectives
• Establish quality transport and facility service for the organization.
• Generator maintenance, refilling, log sheet recording and Reporting.

Procurement and Admin

• Focal point for requesting PRs of vehicle service maintenance and spare parts and keeping price catalogue of spare part and office equipment.
• Assisting Collection of distributed Proforma invoices/RFQs
• Assist in preparing Bid analysis/QA.
• Assist in organizing Hotel conferences.
• Assist in Drafting simple service contracts.
• Collection of invoices from the Hotels
• Focal point for requesting PRs of office supplies and stationery.
• Facilitation and Processing of casual workers for office maintenance and furniture repairs
• Ensure office water supply, mineral water and kitchen materials availability, request, and process before stock out.

Warehouse Management:

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.

• Ensure that for all distributed materials, we have the copies of delivery note and the materials have reached the 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.

Expected Deliverable:

• Provide on time, standard weekly and monthly reports to the Senior Operation Officer, including fuel consumption report, maintenance report and any other reports requested by Supervisor.
• Well maintained fleet and good filing system for all vehicles
• Generate and / or maintain comprehensive price list for spare parts, for facilities equipment’s.
• Filing procurement documents both electronic and physical/hard paper
• Conduct documented quarterly job performance reviews of Transport staff & Repair technician, providing appropriate feedback.

Knowledge and Experience

• Strong sense of personal integrity.
• Attention to detail.
• Strong supervisory skills.
• Ability to multi-task.
• Team spirit and problem-solving abilities.
• Degree or Diploma in Logistics, Management, Auto mechanics from recognized college
• 3rd Grade or above valid Driving License and driving history is bonus.
• Ability to communicate in both Somali & English languages.
• Knowledge of routes, duty stations, project areas, the NGO and diplomatic community is required.

Success Factors 

The successful candidate will be capable of multi-tasking, rapid decision-making, have initiative, drive, and a lot of energy, as well as high emotional intelligence, constructive mentoring skills and proven experience with capacity building. S/he will be committed to long-term program sustainability and the delivery of high-impact activities at the community level. S/he has a strong commitment to teamwork and accountability, thrive in evolving and challenging environments, and make effective written and verbal communication a priority.

Mercy Corps team members represent the agency both during and outside work hours. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and Mercy Corps’ policies, procedures, and values at all times and in all in-country venues.

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.

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.

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.

Only candidates that are short-listed 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