Procurement and Logistics Officer

Finn Church Aid (FCA)

Finn Church Aid (FCA) is the largest Finnish international aid organization. We operate in 12 countries, where the needs are most dire. We work with the poorest people, regardless of their religious beliefs, ethnic background, or political convictions. FCA work is based on promotion of human dignity and fundamental human rights and freedom, and FCA’s operations are guided by equality, non-discrimination, and responsibility. FCA Ethiopia Country Office has been established in 2022 working in livelihood, education and peace sectors.

Primary purpose of the position:

Procurement and Logistics is a Mid-tier officer position ensuring the successful, timely and quality delivery of logistics services for the country programme. He or she will be responsible for overseeing all logistics activities, namely procurement, fleet, asset and inventory management for FCA Ethiopia Country Office.

The Procurement and Logistics Officer will be based in Addis Ababa with frequent visits to field offices and other programme areas in the country.

Main tasks

Team Management:

• Lead, supervise, and mentor the logistics team, including the admin assistant and the drivers.
• Plan, assign, and monitor the tasks and performance of the logistics team, and provide feedback and guidance as needed.
• Conduct regular meetings and trainings with the logistics team, and ensure that they have the necessary skills, knowledge, and tools to perform their duties.
• Report to the finance and admin Coordinator on the logistics activities, challenges, and achievements, and provide inputs and recommendations for improvement.

Procurement

He or she has the overall responsibility of managing procurement strategy, policies and procedures of the office, ensuring that the country programme’s procurement needs are met on time and in compliance with FCA and donors’ procurement guidelines.

• Plan, coordinate, and oversee the procurement of goods and services for, in accordance with the FCA’s procurement guidelines, budgets, local laws and regulations, and donor requirements.
• Support budget holders in the preparation of procurement plans in coordination with project and finance staff.
• Conduct market research, solicit quotations, prepare bid analysis, negotiate contracts, and issue purchase orders and contracts.
• Oversee the tendering process by preparing tender documents, supporting the procurement committee in the evaluation process and its documentation.
• Prepare and review contracts and monitor the performance of suppliers in collaboration with other stakeholders in the office.
• As needed, support the inspection of delivered supplies and services.
• Ensure that all procurement activities are transparent, fair, competitive, and documented, and that all required approvals are obtained.
• Maintain and update the procurement tracker and the supplier database, and report on the procurement status and performance.
• Liaise with the suppliers and service providers, and monitor the quality, quantity, delivery, and payment of the goods and services.
• Ensure that all procurement records and documents are properly filed and archived, and that the inventory and asset records are updated accordingly.
• Support and follow up with suppliers and finance department to ensure timely payment of suppliers on a weekly basis.
• Prepare monthly procurement reports and share with the country management team.

Asset and Inventory Management

He or she is responsible of the procurement, management, recording and upkeeping of all assets and stocks under the country programme.

• Implement the FCA asset and inventory policies to ensure tracking of all assets and stocks.
• Manage and maintain the office and programme assets and inventory, including office equipment, furniture, vehicles, computers, communication devices, and project materials.
• Conduct regular physical verification and inventory counts, and reconcile the inventory and asset records with the financial records.
• Ensure that all assets and inventory are properly labelled, registered, tracked, and safeguarded, and that any loss, damage, or theft is reported and investigated.
• Ensure that all assets and inventory are allocated, distributed, and transferred in accordance with the asset and inventory policy and the project needs.
• Ensure that all asset and inventory records and documents are properly filed and archived, and that the disposal of assets and inventory is authorized and documented.
• Ensure that necessary documentation for the issuance and receipt of assets are prepared.
• Ensure that projects have asset reports prepared.

Fleet Management

He or she is responsible for overseeing all country fleet and transportation process to ensure the safe and timely movements as well as upkeeping of vehicles and ensuring their reporting.

• Manage and maintain the fleet of vehicles and motorcycles, including registration, insurance, maintenance, repair, and fuelling.
• Plan, coordinate, and monitor the transportation of staff, goods, and materials, and ensure the safety and security of the drivers and passengers.
• Ensure that all drivers are trained, licensed, and adhere to the vehicle policy and the road safety rules.
• Equip vehicles with tools/spares, report & archive incidents.
• Prepare monthly and annual fleet reports.

Special tasks and fixed term projects

Compliance

• Ensure that all logistics activities and processes comply with the NGO’s policies and procedures, as well as with the donor’s rules and regulations.
• Ensure that all logistics staff are aware of and follow the code of conduct, the anti-corruption policy, and the safeguarding policy of the NGO.
• Ensure that all logistics contracts and agreements are legally sound and protect the interests and reputation of the NGO.
• Ensure that all logistics reports and documents are accurate, complete, and timely, and that they meet the reporting and auditing requirements of the NGO and the donor.

Ensure that all logistics risks and issues are identified, mitigated, and reported, and that corrective actions are taken as needed.

Competence, experience, skills, knowledge needed

• Bachelor’s degree in logistics, supply chain management, business administration, or related field.
• At least three years of relevant experience in logistics, procurement, asset & inventory, and fleet management, preferably in an NGO setting.
• Knowledge of the humanitarian principles, standards, and best practices in logistics management.
• Proficiency in Microsoft Office, especially Excel, and other relevant software and tools.
• Excellent communication, negotiation, and interpersonal skills, and ability to work in a multicultural and diverse team.
• Strong organizational, analytical, and problem-solving skills, and attention to detail and accuracy.
• Ability to work under pressure, meet deadlines, and handle multiple tasks simultaneously. Fluency in English written and spoken.

Impact

Timely and quality delivery of all logistics activities to support the country programme reach its objectives.

Responsibilities and independence

☒The tasks require independent and responsible preparation and execution of decisions. Work is performed on the basis of planning and management or a demanding expert position, and it includes responsibility for operations, finances, or human resources.

Physical and psychological burden imposed

The role may require extensive travel to supplier sites, leading to fatigue and strain due to long hours and demanding schedules, as well as managing multiple procurement tasks that require physical presence in different locations.