Procurement and Logistics Officer

FH Ethiopia is a non-governmental organization engaged in relief and development activities. At FH, we operate under a set of guiding principles we call the “The Heartbeat”. This includes our Values, Vision and Purpose, which serve as the explanation of who we are and how we work as organization. Together we follow God’s call responding to human suffering and graduating communities from extreme poverty. FH Ethiopia would like to invite potential internal and external candidates to apply for the following position: 

Duration of Contract: One-year contract, Renewable (with 60 working days probation period)

Job Summary

Under the direction of the Project Manager, the Procurement and Logistics Officer (local purchase, Transport, Fleet & Accommodation) will be responsible in facilitating and coordinating Purchasing, transportation, ensuring the smooth movement, maintenance, and planning of all purchasing & vehicles operated by FH Ethiopia in the project area including accommodation arrangements to FH Ethiopia staff and guests arriving for field visits.

Principal Responsibilities

• Maintain daily vehicle movement schedule and records and assign vehicles (including motorcycles) as needed providing daily movement schedule by the close of business the previous day.
• Prepare and implement a comprehensive purchase plan taking into account strict meet to deadlines, priorities, and availability of financial
• Receive Purchase requisition from the projects for further processing, and make sure the PR authorized by the appropriate authority;
• Establish and maintain purchase and logistics systems and processes, which ensure effective program delivery.
• Collects Performa invoices in sealed envelope upon receiving purchase requisitions;
• Prepare bids documents according to the detail specification;
• Facilitate transportation and accommodation arrangements for staff for field visits as per the request submitted. Provide a coordinated and cost effective transportation service for all requests received from each department to facilitate program implementation and other office activities.
• Make sure standard procedures are followed while sourcing training related materials, training venues, catering services among others that are needed for implementing the program activities
• Responsible for safekeeping the hard copies and soft copies of fleet management forms, store documents, distribution reports, and other pertinent documents relating to logistics and material management.
• Keep up-to-date records for each and every movement of vehicles
• Undertake a follow-up on periodical vehicle repair and regular preventive maintenance that also includes planning for maintenance schedule and maintenance records to ensure that vehicles are technically fit to provide the intended services,
• Work with Mechanics to organize routine maintenance schedule for all vehicles and ensure that regularly used parts and tools are in stock.
• Conduct training and daily vehicle inspections along with drivers and mechanics; monitoring use of vehicles through log books
• Reconcile fuel usage with the actual KM traveled and facilitate for fuel replenishment,
• Produce a report on the fleet of rental vehicles on a monthly basis and facilitate the timely settlement of rental fee. Ensure that rental vehicles deployed for FHE operation are technically fit, and facilitate for the yearly vehicle technical inspection
• Work with government and insurance companies to ensure proper documentation and annual insurance cover & inspection is provided for all vehicles that also includes the timely settlement of insurance claims as required.  Handle air ticket booking and reservation of room for FHE staff/guest, and facilitate for the timely settlement of airfare fees and hotel bills
• Ensure that all drivers are properly licensed and that all vehicles have maintenance tools and other related equipment’s to run the vehicle properly.
• Perform other related tasks as assigned to him/her by the immediate supervisor.

Job Requirements

• Full agreement with FH’s Christian foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies;
• Ability to establish and maintain effective working relationships with subordinates, associates, other department directors and managers and external bodies.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies;
• Excellent verbal and written communication skills in English, working area language (Amharic) and other local languages
• Sensitivity to different aspects of diversity (cultural, religious, disability), firm belief in teamwork.
• Quantitative and qualitative data analysis skills
• Computer skills (word, Excel);

Experience

• At least three years of experiences relevant to the post
• Ability to perform multiple tasks simultaneously.

Education/Certifications

• BA Management/Logistics/ purchasing and related discipline

Distinguishing Competencies

• Coaching, initiating action, communicating with impact, innovation, planning and organizing, building partnership, facilitating change, adaptability.    

Language

• Good verbal and written communication skills in English, working area language (Amharic) 

How to Apply

Competent candidates can submit ONLY their application and CV to: [email protected] 

Candidates MUST refer the position title "Procurement and Logistics Officer ” on the subject line of their email and applications.

Women Candidates are highly encouraged to apply