Logistics Officer - Admin and fleet officer

ROLE PURPOSE

The position holder will be responsible to serve as the first point of contact for Plan International Ethiopia which is responsible for Logistics, Administration, and Fleet operations of the Program Area. 

ACCOUNTABILITIES AND MAIN WORK ACTIVITIES

Administrative Support (35%)

• Handle front desk reception and administrative service including receiving and directing incoming calls, emails, and emails. letters and visitors
• Draft correspondence letters and memos as directed by the immediate supervisor,
• Handle petty cash for administrative and logistical activities
• Manage internal and external communications, receive and distribute office mail to relevant persons; prepare correspondence letters and memos as directed by the immediate supervisor; maintain files and ledger for both outgoing and incoming correspondences and memos.
• Support the team with printing, scanning, or copying documents
• Maintain notice boards and keep records of visitors’ data.
• Manage the use of the Country Office stamp.
• Manage and timely dispense scratch cards for mobile and EVDO/CDMA to Country Office staff as per their allowance rates on a monthly basis; maintain a ledger to document receipt of cards and a database of receipt of scratch cards from store and issues to staff.
• Organize files, records, and letters (like incoming and outgoing letters, etc.) as directed; maintain a proper central filing system, update files, create archives and maintain the confidentiality of the content of the documents. Make documents available to the immediate supervisor as required.
• Serve as secretary and record minutes of meetings.
• Follow-up on office administrative issues related to the day to day operations of the office premises and effectively provide regular updates to immediate supervisor
• Perform the monthly air time top up for all staff as per the shared data from Human Resource department.
• Back up liaison activities and other admin support activities as required.

Provide Visitors Support

• Facilitate the visa application to the country for international visitors
• Book Hotel accommodation for guests and arrangements of shuttle service as needed.
• Arrange Conference room and book for events, meetings and workshops with hotels for different conferences.
• Process payment to hotel service provider
• Produce visitors’ weekly update status report

Events management

• Book and arrange conference and hotels for events, meetings and workshops/ conferences.
• Facilitate payments for Hotels after service provisions.

Record Management

• Maintain properly both outgoing and incoming correspondence and memo and other documents
• Maintain a proper central filling system, update files, create archives and maintain confidentiality of the content of documents.

Fleet Operation: (35%)

• Handel vehicle requests
• Schedule and Allocate timely available vehicles timely
• Communicate the allocated vehicles to the requesters and drivers
• Process movement requests
• Allocate drivers / assets
• Alert on fleet asset issues
• Plan and optimize movements
• Record and document all fleet costs
• update and document all fleet costs (paperwork and FMS)
• Maintain fleet file records (rental and owned)
• Carryout fleet cost recovery for pool fleet

Safety and Security:

• Ensure all drivers are trained and aware of new policies and steps to maintain safety and sec
• Ensure valid driving license for all drivers
• Capacity building with drivers
• Ensure valid driving license for all drivers
• Escalate any significant fleet risks to the supervisor
• Ensure all vehicles are appropriately equipped
• Conduct rental vehicle inspection, provide and fill inspection report.
• Ensure the daily and before long-distance travel inspection of PIE vehicles

Vehicle Technical Inspection

• Conduct rental vehicle inspection, provide and fill inspection report.
• Ensure the daily and before long-distance travel inspection of PIE vehicles

Vehicles and Generators Maintenance Follow-up

• Ensure all vehicles & generators are maintained and inspected on time according to manufacturers’ guidance and operations. Arrange any repairs, defects, or break downs
• Provide technical support for field offices
• Perform a timely booking at garage for vehicles maintenance for all vehicle PIE in coordination with CO Logistics Coordinator and Regional Logistics Coordinator.
• Conduct an effective follow-up on the timely completion of vehicle maintenance and processing payment based on the contractual agreement with the garage.
• Conduct the strictly follow up on the quality of services rendered and spare parts changed against standard and service agreement.
• Assist the logistics team in identifying dependable garages, developing TOR, developing Technical Garage Evaluation Criteria, developing mandatory requirements for selection of reliable garages.
• Ensure the timely maintenance of generators in the CO as well as the in the program areas
• Perform the claim of the vehicle maintenance service providers in case vehicles face technical problems shortly after they are discharged/released from the garage according to the service agreement

Annual Technical Inspection and Insurance Policy Renewal

• Conduct the follow-up of the annual insurance policy expiry date for all the vehicles
• Process the insurance policy renewal periodically and effect premium payment
• Distribute the copy of the insurance documents and the sticker for the 3rd party insurance to Program areas
• Collect timely the vehicle accident reports and fill the accident and insurance claim form of the insurance company and submit them timely as per the policy requirements
• Communicate with the insurance company in case of vehicle accidents to mobilize a crane and inspectors timely
• Coordinate with the insurance company for the maintenance of the vehicles after accidents and collection of proforma invoices from the PIE side
• Perform the follow-up of the quality of the vehicle maintenance and timely completion of the work and deploying of the vehicle unless total damage occurs

 Reporting (20%)

• Providing monthly, quarterly, semi-annually, and yearly reports
• Input data in FMS (fuel, maintenance, incidents...)
• Produce quality monthly vehicle maintenance report that indicates the cost of maintenance, the number of vehicles maintained.
• Prepare timely and quality monthly service provider performance reports in terms of quality service, quality spare parts, timely completion of different vehicle services types
• Prepare timely monthly generator maintenance report
• Produce the required monthly narrative report on a vehicle insurance claims, insurance policy renewal, and annual vehicle inspection
• Prepare timely monthly rental vehicle inspection report
• Maintain properly comprehensive vehicle files for all PIE vehicles with proper labeling for quick access

Team Management (10%)

• Lead, motivate, and manage staff under supervision to fulfill their responsibilities /duties.
• Responsible for performance management of the team
• Capacity building of the team

Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)

• Understand and put into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC).
• Ensure that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day-to-day work.
• Ensure that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.

Job Requirements

Technical Expertise, Skills, and Knowledge

Qualifications and Experience Requirements 

Qualifications/Experience Essential:

• Education at BA Degree level or equivalent study in fields such as Logistics, Supply Chain Management, Business Administration, Management, Office Administrative Services Management, Economics, and any other related field
• 3 – 5 years of relevant work experience in areas of vehicles, and generator management, involving the supply management of both emergency and development programs, preferably in an NGO environment out of which 1 year at the supervisory level

Qualifications/Experience Desirable

• Proficiency in relevant software applications such as Microsoft Office Suite (Word, Excel and PowerPoint, etc.) and other applications like SAP, ERP
• Data-entry experience and aptitude
• Ability to analyze and report on bulk information

Languages Required

• Fluency in the English language is essential
• Knowledge of local languages is desirable.

How to Apply

The closing date for the application is November 20, 2022. Qualified candidates should submit their applications with the links provided below.

For internal applicants: https://performancemanager5.successfactors.eu/sf/jobreq?jobId=44630&company=PlanInt

For external applicants: https://jobs.plan-international.org/job/Amhara-Logistic-Officer-Administration-and-Fleet/870207401/

This position is only open to Ethiopian Nationals, who must be eligible to live and work in Ethiopia.

Please note that: 

• Only Shortlisted candidates will be contacted.
• We are not accepting CVs that are not sent through the indicated links.
• Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.
• Female candidates are highly encouraged to Apply

More information about Plan International can be found at http:// plan-international.org

References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all persons meeting the skills and experience required.

As an international child centered community development organisation, Plan International is fully committed to promoting the realization of children's rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we, as an organisation, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk.