Logistics officer -SNNPR

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 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 officer

Duty Station: Konso

Open Position:  1

General Position Summary

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

Working in the Operations Function, under the direction of the field office focal Manager, 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 position holder should be forward looking, self-driven, operating under minimum supervision, and critical thinker in Area Office management role.  Furthermore, considering the various expected systemic changes in future, the position 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. 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

Logistics and Procurement Management (50% of Time)

Administration (25% of Time)

Human Resource (25% of time)

Logistics and Procurement Management [50% of Time]

• Ensure that all procurement processes are handled effectively per Mercy Corps’ internal procedures as well as in line with the donors’ 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’ 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 Roving PALM Supervisor or to the Addis based PALM Manager copying the Konso/HOO.
• Produce all vehicle accident reports with the required details and submit timely. Follow up all insurance related matters as soon as accidents happen.
• Coordinate/Consolidate the monthly/quarterly procurement plan and submit to the Area Manager copying the PALM manager and ROCO based in Addis Ababa.
• 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 Field Office is filled appropriately and coordinate the information with the Field office Finance Officer before it is submitted to the Filed Finance Reporting Manager.
• 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 Manager and the ROCO and discuss any material issues in the monthly operations/admin/finance meeting.
• 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 lists 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 copying 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 adequate standard, the selection processes of service providers are 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.

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 Manager based in Addis.

Human Resource (25% of Time)

• Ensure employees personal file which mirrors to the file kept in the Addis Office are maintained adequately at the Field Office level.
• Ensure that all temporary hires files are kept at the Field Office level and provide monthly report to the HR Manager based in Addis.
• Support the Area Manager and other Senior Program technical staff in all the induction process of new staff.
• Based on the schedule set, provide various HR related technical report to the Area Manager as well as to the HR Manager based in Addis.
• Together with the Area Manager, be one of the primary focal persons to implement MC’s HR policies and procedures in the Field Office.
• Report Monthly basis filed office HR Report (timesheet, Annual leave balance and Monthly confirmation staff list).
• Remind the field office staff members to prepare performance evaluation and submit to country office timely.
• Perform any other similar tasks that may be reasonably assigned by the line manager in any one of the three components above.

Accountability

Reports Directly To: WASH project coordinator.

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

• BA/S or equivalent, preferably in business administration, public administration, or international development.
• 2-4 years M&E experience
• Previous experience working on USAID funded programs preferred.
• Relevant experience in field survey/data collection techniques, data entry, data verification, and analysis
• Good understanding and skills at data management.
• Strong computer literacy with a full knowledge of MS Office applications.
• Strong team coordination, listening, and consensus building skills.

Success Factors

A successful candidate will have the ability to live and work closely with a diverse team of individuals in a highly intense and fluid work and security environment with a capacity to spark innovative approaches to programming and inspire groups to collaborate closely to implement high-quality programs.

Living Conditions / Environmental Conditions

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 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.

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.

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.

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.

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.

All interested candidates are encouraged to apply for the position advertised. All applications must be submitted electronically including a CV, three references, and all relevant official documents.

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: 29 September 2023/ 4:00 PM