Business and Administration

Logistics, Transport and Supply Chain

Purchasing and Procurement

&nbsp;Post Title:&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Logistics and Admin Officer&nbsp;Duty Station:&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Oromia&nbsp;Regional&nbsp;State, Chiro&nbsp;Reports to:&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Project manager&nbsp;Salary:&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; As&nbsp;per&nbsp;the&nbsp;organization&nbsp;scaleRequired:&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; OneDuration:&nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp; &nbsp;&nbsp;One year with possible extension based on performance review&nbsp;&nbsp; &nbsp; &nbsp;&nbsp;<h2>Responsibilities&nbsp;Overview</h2>The Logistics and Administration Officer is responsible for managing staffs, handling employee grievances, managing staff benefit, managing staff Annual leave, purchasing, transportation, stock control, warehousing, and ensuring structures are in place to monitor the flow of goods and materials. S/he coordinates utilization of vehicles, creates routes, supervises drivers, coordinates routine maintenance, and monitors proper utilization of respective budget. Besides, s/he is responsible for managing&nbsp;the&nbsp;provision&nbsp;of&nbsp;clerical,&nbsp;typing,&nbsp;cleaning,&nbsp;security,&nbsp;reception,&nbsp;and&nbsp;other&nbsp;support&nbsp;services&nbsp;for&nbsp;a group of staff in an office or unit or the entire organization.&nbsp;<h2 style="text-align:justify;">Key Responsibilities</h2>&nbsp;<ol><li>In&nbsp;consultation&nbsp;with&nbsp;the&nbsp;Project manager&nbsp;and&nbsp;Country&nbsp;Officer&nbsp;HR,&nbsp;the&nbsp;Logistics&nbsp;and&nbsp;Admin&nbsp;Officer handle&nbsp;employee&nbsp;grievances,&nbsp;disciplinary&nbsp;issues&nbsp;and&nbsp;other&nbsp;administrative&nbsp;problems&nbsp;according&nbsp;to&nbsp;IR policies and procedures and on staff rights;</li><li>Manage&nbsp;personnel&nbsp;activities&nbsp;with&nbsp;the&nbsp;technical&nbsp;advice&nbsp;of&nbsp;the&nbsp;HR&nbsp;Coordinator&nbsp;at&nbsp;CO level.</li></ol> &nbsp;<ol><li>Prepare&nbsp;staff&nbsp;annual&nbsp;leave&nbsp;plan,&nbsp;make&nbsp;ready&nbsp;replacements&nbsp;for&nbsp;staff&nbsp;going&nbsp;for&nbsp;leave&nbsp;in&nbsp;advance&nbsp;when applicable&nbsp;and&nbsp;help&nbsp;employees&nbsp;to&nbsp;go&nbsp;to&nbsp;leave&nbsp;as&nbsp;per&nbsp;their&nbsp;plan;&nbsp;Maintain&nbsp;up-to-date&nbsp;record&nbsp;of&nbsp;annual leave and other leaves;</li><li>Manage and Maintain records of staff benefits including medical benefits, leave balance, acting allowances etc and advice the concerned.</li><li>Coordinates&nbsp;staff&nbsp;development&nbsp;activities&nbsp;of&nbsp;project&nbsp;area&nbsp;offices&nbsp;to&nbsp;perform&nbsp;in-house&nbsp;training&nbsp;through different mechanisms.</li><li>Ensures that request for annual staff appraisal is sent before the year ends, follow up on timely submission of the appraisals so that employee’s contracts will be renewed or terminated at the beginning of the next budget year; and Coordinates and supervises the compilation of work performance reports of project area offices in IR.</li><li>Sets&nbsp;up&nbsp;sound supply&nbsp;chain&nbsp;and&nbsp;avails&nbsp;means&nbsp;of&nbsp;transport&nbsp;for&nbsp;any&nbsp;request&nbsp;and&nbsp;warehouse&nbsp;space.</li><li>Ensures the provision of effective and efficient logistical support services to all units and departments of the organization</li><li>Supervises&nbsp;reception&nbsp;and&nbsp;switchboard&nbsp;staff&nbsp;to&nbsp;ensure&nbsp;that&nbsp;there&nbsp;is&nbsp;appropriate&nbsp;cover&nbsp;at&nbsp;all&nbsp;times,&nbsp;and supervises the provision of work processing.</li><li>Ensures and monitors procurements are cost effective, timely, up to expected quality level, and in compliance with IR financial as well as procurement and logistics policies and procedures.</li><li>Networks and communicates with government, suppliers and other stakeholders concerning logistics and procurement, shares update, proposes innovative ideas, and develops and maintain suppliers’ list; and supports the importation of goods and ensures clearance through customs and delivers goods and services for the field office</li><li>Ensures&nbsp;timely&nbsp;availability&nbsp;of&nbsp;vehicle&nbsp;for&nbsp;office&nbsp;need,&nbsp;maintaining&nbsp;the&nbsp;quality,&nbsp;cost&nbsp;as&nbsp;per&nbsp;the&nbsp;standard checklists developed and staff vehicle request are well-organized and coordinated.</li><li>Ensures&nbsp;the&nbsp;adherence&nbsp;of&nbsp;IR&nbsp;vehicle&nbsp;management&nbsp;policy,&nbsp;driver&nbsp;rules&nbsp;and&nbsp;regulation&nbsp;are&nbsp;maintained, vehicle service time and maintenance schedules are followed.</li><li>Ensures that IRE vehicles are properly maintained through either contracted private services or qualified agency employees and are used for official business, carrying only authorized personnel and no use of vehicles after-work hours.</li><li>Monitors&nbsp;and&nbsp;controls&nbsp;vehicles&nbsp;to&nbsp;maximize&nbsp;efficiency&nbsp;in&nbsp;usage&nbsp;of&nbsp;fuel&nbsp;and&nbsp;regular&nbsp;maintenance&nbsp;costs and&nbsp;ensures&nbsp;the&nbsp;maintenance&nbsp;of&nbsp;history&nbsp;jackets&nbsp;of&nbsp;vehicles&nbsp;as&nbsp;per&nbsp;the&nbsp;check&nbsp;list&nbsp;and&nbsp;follows&nbsp;up&nbsp;for&nbsp;its regular update.</li><li>Ensures&nbsp;the&nbsp;annual&nbsp;inspection&nbsp;of&nbsp;vehicles,&nbsp;secures&nbsp;insurance&nbsp;coverage;&nbsp;ensures&nbsp;the&nbsp;availability&nbsp;of&nbsp;IR logo on the vehicles and on rented vehicles;</li><li>Provides/facilitates logistical support for staff travel arrangements during internal and external travel.</li><li>Reviews vehicle log sheet, periodically services vehicles at CO and project offices, and produces monthly fuel consumption report.</li><li>Ensures&nbsp;that&nbsp;inventory&nbsp;records&nbsp;are&nbsp;updated&nbsp;upon&nbsp;the&nbsp;arrival&nbsp;of&nbsp;new&nbsp;asset&nbsp;and&nbsp;reports&nbsp;to&nbsp;the&nbsp;Logistics Coordinator; ensures the completeness of the store records, periodically monitoring the store movements.</li></ol> &nbsp;<ol><li>Supports for the supervision and monitoring of all field office stores, rented warehouses and stock movement activities are in compliance with IR policies and procedures.</li><li>Compiles&nbsp;periodic,&nbsp;procurement&nbsp;data,&nbsp;store&nbsp;inventory,&nbsp;logistics&nbsp;support&nbsp;report&nbsp;maintaining&nbsp;with required quality and supports periodic asset inventory.</li><li>Produces&nbsp;periodic&nbsp;monthly,&nbsp;quarterly&nbsp;and&nbsp;annual&nbsp;reports&nbsp;as&nbsp;well&nbsp;as&nbsp;other&nbsp;reports&nbsp;on&nbsp;HR&nbsp;matters.</li><li>Performs&nbsp;any&nbsp;other duties&nbsp;as may&nbsp;be assigned.</li></ol>

Logistics and Admin Officer

&nbsp;IR/INT/EXT/VN/042.24September 30, 2024&nbsp;Post&nbsp;title:&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Procurement&nbsp;OfficerReport&nbsp;to:&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; Procurement&nbsp;Coordinator&nbsp;Duty&nbsp;Station:&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;Country Office, Addis Ababa&nbsp;Salary:&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; As&nbsp;per&nbsp;the&nbsp;organizations&nbsp;scaleRequired:&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; OneDuration&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; One&nbsp;year&nbsp;with&nbsp;possible&nbsp;extension&nbsp;<h2 style="text-align:justify;">Job&nbsp;Purpose</h2>The main purpose of the job is to plan and manage all aspects supply chain; ensue RFQ process,&nbsp;competitive&nbsp;bidding,&nbsp;negotiation,&nbsp;and&nbsp;awarding&nbsp;of&nbsp;contracts&nbsp;are&nbsp;intact&nbsp;as&nbsp;per&nbsp;IRE&nbsp;procedure;&nbsp;Moreover, Procurement officers are responsible for evaluating suppliers, products, and services,&nbsp;negotiating&nbsp;contracts,&nbsp;and&nbsp;ensuring&nbsp;that&nbsp;approved&nbsp;purchases&nbsp;are&nbsp;cost-efficient&nbsp;and&nbsp;of&nbsp;high&nbsp;quality.&nbsp;<h2>Key&nbsp;responsibilities</h2>Procurement&nbsp;<ol><li>Under the direct supervision of the Procurement Coordinator, compiles all procurement&nbsp;orders for goods &amp; services needed in accordance with the terms and conditions stipulated&nbsp;in&nbsp;the&nbsp;concerned grant&nbsp;agreement&nbsp;and&nbsp;prepare&nbsp;a&nbsp;contract&nbsp;agreement&nbsp;for&nbsp;the&nbsp;process.&nbsp;</li><li>Ensures availability of funding before the procurement order is placed in consultation with&nbsp;Finance and that IR policies and procedures governing procurement of goods and services&nbsp;are&nbsp;strictly&nbsp;observed.</li><li>Leads the&nbsp;compilation&nbsp;of&nbsp;service/ procurement&nbsp;plan,&nbsp;collection&nbsp;of&nbsp;quotations,&nbsp;bid&nbsp;announcement&nbsp;and&nbsp;evaluation,&nbsp;in&nbsp;accordance&nbsp;with&nbsp;the&nbsp;terms&nbsp;and&nbsp;conditions&nbsp;stipulated&nbsp;in&nbsp;the&nbsp;concerned Grant&nbsp;agreement.</li><li>undertakes&nbsp;tender&nbsp;procurement&nbsp;process&nbsp;i.e. bid&nbsp;announcement,&nbsp;bid&nbsp;opening,&nbsp;agreement&nbsp;preparation,&nbsp;documentation etc.</li><li>Establishes and maintains records of vendor, purchase request, purchase order, receiving,&nbsp;shipping&nbsp;and all&nbsp;associated logs&nbsp;as&nbsp;required.</li><li>Supports the importation of goods and clearance through customs when there is a need,&nbsp;ensures&nbsp;adequate&nbsp;and&nbsp;suitable&nbsp;storage&nbsp;space&nbsp;is&nbsp;available&nbsp;for&nbsp;incoming&nbsp;commodities/goods.</li><li>Establishes&nbsp;and&nbsp;facilitates&nbsp;periodically&nbsp;updated&nbsp;list&nbsp;of&nbsp;qualified&nbsp;consultants,&nbsp;service&nbsp;providers&nbsp;and suppliers.</li><li>Generates&nbsp;Purchase&nbsp;Orders&nbsp;and&nbsp;produce&nbsp;Vendor&nbsp;Master&nbsp;List in&nbsp;AX&nbsp;system.</li><li>Supports&nbsp;field&nbsp;teams&nbsp;in&nbsp;procurement&nbsp;matters.</li><li>Prepares&nbsp;periodical&nbsp;report&nbsp;detailing&nbsp;goods&nbsp;procured,&nbsp;received,&nbsp;dispatched,&nbsp;and&nbsp;in&nbsp;the&nbsp;pipeline&nbsp;with&nbsp;required&nbsp;quality;&nbsp;periodical&nbsp;reports&nbsp;of&nbsp;the&nbsp;Goods/Service&nbsp;status&nbsp;report.</li><li>Performs&nbsp;other&nbsp;duties&nbsp;as&nbsp;required by&nbsp;the&nbsp;office.</li></ol>

Procurement Officer

&nbsp;<div>Who we are Islamic Relief is an international relief and development charity founded in 1984 with its headquarters in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities &ndash; regardless of race, religion or gender. The office officially started its operation in Ethiopia in 2004. Islamic Relief Ethiopia (IRE) is operational in the Somali Regional State with a base office in Hargelle, Elkere, Bare and Dekasuftu, Afar Regional State; Ewa and Gulina, Oromia Regional State; Borena, Chiro and Meayso and an additional operational office in Addis Ababa. For more information please visit our website: <a href="http://www.islamic-relief.org/work-with-us">http://www.islamic-relief.org/work-with-us</a></div>

Islamic Relief

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