Senior Logistics Officer- Wollega

About Action Against Hunger

Action Against Hunger-USA is a global humanitarian organization that takes decisive action against the causes and effects of hunger. We save the lives of malnourished children, and we enable entire communities to be free from hunger. With more than 8,000 staff in over 50 countries, our programs reached 17 million people in 2019.

About the Country Program in Ethiopia

Action Against Hunger has been operational in Ethiopia since 1984 responding to both chronic and acute needs through a multi-sectoral strategy where nutrition, Food Security and Livelihoods, WASH, and Mental Health and Psychosocial Support activities are integrated to have a meaningful impact on people’s resilience. Action Against Hunger currently operates in 5 different regions (Oromia, Somali, Amhara, Benishangul Gumuz, and Gambella) with a portfolio of 20m USD/year of emergency, resilience building, research, and innovation programs. We have a country team of around 600 staff in 17 regional and satellite offices. Our main donors in Ethiopia in 2020/2021 are BHA, ECHO, Europaid, UNHCR, UNICEF, GFFO, BPRM, SIDA, EHF, WFP, CIAA, and others.

Summary of Position

Under the supervision of the Field coordinator, the Senior Logistics Officer will be responsible to provide all rounded logistical support, to ensure proper function of the procurement, stock management, fleet, premises & security in the base.

The Senior Logistics Officer’s role’s purpose, engagement and delivery is:

Purpose

The position focuses primarily on logistics processes and activities related to warehousing, assets management, fleet, premises including security

Engagement:

Internally the senior logistics officer will have a regular interaction with logistics, program & finance team members both at capital and at base level.

Externally the senior logistics officer will have continuous engagement with suppliers and logistic cluster at base level if any.

Essential job duties

Objective 1: Oversee all logistics activities in the base:

• Ensuring the implementation of an archiving system conforming to ACF-US logistics guidelines
• Receive internal order forms, sort and group them (using LINK);
• Organize the purchases and ensure that the internal procedures of the Kit log are respected;
• Transmit the release-from-stock form using LINK lot 3;
• Ensure that the orders are followed up; –
• Ensure delivery to the programmes; –
• Supervise the stock management.
• Follow the procurement process of base.
• Ensure that all grants have got a very good and quality Supply Plan within a month of grant approval.
• The base has agreed lead time for each process and thresholds and the indicator for the Senior Logistic officer to ensure that the agreed lead time is respected over 90% of purchase volume and the execution of this activity will be closely followed and monthly reported to the capital by the Roving Logistic Manager.
• Ensure all LINK users have received training on LINK twice in a year
• All Pls should be raised on time to avoid market splitting. If the PLs are not in the SP, no validation of Pls from Logistic side.
• Vehicle Maintenance Plan developed. Review & maintain Fuel SoPs . Fleet Upgrade Plan updated.
• Monthly Fleet Reports produced and analyzed and ensure that all rental cars are inspected and appraised against the already set criteria.
• Ensure that movement request is collected every Thursday and the consolidated and approved movement plan for the following are shared and posted on the notice board.
• Premises diagnostic tools show improvement to level 8 as per international scale (on average). Share updates monthly.
• Review Warehouse guidelines. Review and optimize use and number of active warehouses in the Mission. Inventory to be conducted twice in a year and weekly stock report to be shared with program.
• Updated & reconcile IKD reports shared monthly from bases to capital
• Update Staff Tracking document and fill in ToR and Staff Movement Requests.
• Actively participate at SEC meetings at all levels
• Put in place bi-weekly Skype calls with HEARO counterpart.
• Ensure bi- weekly regular PL Coordination meeting is happening at the base level & meeting minutes are uploaded in the NHF
• Ensure Monthly SP review meeting is happening with the base level & meeting minutes are uploaded in the NHF and shared with Roving Logistic manager

Objective 2: Review PD files & Ask for Validation

• Review PD files obtain validations as per the authorization threshold for procurement
• Ensure that all PDs are closed within two days of the FIN settle the payment and the PD closure report shall be shared on monthly bases with the roving logistic Manager

Objective 3: Participate in the security management of the base

Activities:

• Participate in collecting information
• Make sure that the security rules are respected and reports are shared with Field Coordinator and Access and Safety Manager regularly

Manage the restoration and maintenance:

• Ensure that the structures necessary for the base to function are restored and maintained: offices, programmes, premises, and warehouse and Action Against Hunger guesthouses.

Reports:

• Compile and review monthly logistics reports and share on time respecting timelines and the quality of the report is indicator parameter for this activity
• Write a report on sub base visits/supports/training as required.

Objective 4: Supervise the logistic team by delegation:

Activities:

• Draw up a work plan;
• Delegate the activities and check that they are properly executed;
• Organize training sessions;
• Carry out appraisal interviews
• Provide technical support to the team if necessary.
• Maintaining a network with local input, exchanging good practice

Supervisory Responsibilities

• Assistant Base Logistician
• Purchaser

Gender Equality Commitments

• Foster an environment that supports values of women and men, and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.
• Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion. race, color, ancestry, national origin, age, or marital status.
• Value and respect in all cultures.

Sexual Exploitation and Abuse (SEA)

• Beware of minimum operating standards of SEA
• Protect and prevent others from SEA.
• Report SEA.
• Strictly adhere and respect Action Against Hunger child protection and SEA policies.

Safeguarding Commitments

• Action Against Hunger has a zero tolerance to child safeguarding violation and SEA. Our selection process includes rigorous reference and background checks. Successful applicants will be expected to sign up and carry out their duties in accordance with our Child Safeguarding and PSEA policies.

Fiscal Responsibility

• N/A

Physical Demands

• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Working Conditions, Travel and Environment

• The duties of the job require regular job attendance of at least five days per week. Must be available to work outside normal office hours or at the weekends as required.
• Must be able to travel as required for standard domestic and international business purposes. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well as to infectious diseases.

Required Qualifications and Professional Experience

• B.A. degree in and Logistics & Supply Chain Management /Business Administration or equivalent field of studies
• At least 5 years’ work experience in a similar position

IX. Required Skills & Competencies

• Computer knowledge (Word and Excel)
• Experience in Procurement
• Stock management and Asset management
• Budget management
• Good organizer
• Negotiating capacity
• Good analytical capacity
• Rigour
• Team spirit
• Good communication and relations with people.