Supply Chain and Administrative officer

The position holder will be responsible to serve as the first point of contact for Plan International Ethiopia and is responsible to provide front desk reception, Administrative Service, Air ticket service, visitors support, and admin petty cash for the organization.

Reports to: Supply Chain Coordinator

Direct reports: No supervisory responsibility

Key relationships

Internal: The job holder has a close internal work relationship with the following departments/units and/or functions: 

• Finance departments for facilitating payment for service provider
• Programs and other functional departments for providing supports

External: The job holder has a close external work relationship with the following: 

• Different service providers for seeking the required services
• Customs clearing agents for seeking the required services

Level of contact with children: no contact or very low frequency of interaction

Physical Environment: The position is a typical office environment

Accountabilities and MAIN WORK ACTIVITIES

Handle Custom Clearance (35%)

• Perform customs clearance activities in a timely manner for customs clearance of imported vehicles, computers, GPS, medical supplies, and related activities.
• Handle the customs clearance of imported items with the contracted customs clearing agents
• Process payments of import duties and taxes and the duty-free permit when applicable

Office Administrative tasks, Payment Handling and Facilitation (30 %)

• Oversee office maintenance done as per the standard
• Follow-up on and ensure the proper functioning of office equipment and telecommunications systems including office telephone, office fax, satellite telephones for all offices in consultation with line manager and ICT Unit
• Perform the monthly air time top up for all staff as per the shared data from Human Resource department.

Asset Management (20%)

• Undertake successfully all asset management activities including regular updating of the asset master database with the right custodians, addition of new assets and disposal of assets, tagging of assets, facilitating asset disposals, and related activities.
• Ensure the appropriate recording of all the assets of the country office and all the necessary information is filled in the asset register sheet 
• Update regularly of the asset master data sheet
• Identify timely the assets for disposal and collaborate and provide assistance during disposal of the assets

Reporting (15%)

• Providing monthly, quarterly, semi-annually and yearly reports. 

Others tasks can be assigned by the supervisors as required

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.

LEADERSHIP COMPETENCIES

• Courageous in taking a lead, focused on Plan International's purpose and making the most effective contribution within my own work context.
• Behave in line with our values and safeguarding practices, inside and outside work.
• Challenge own attitudes, unconscious bias and behaviour and speaks up when they see wrong doing, especially by those who use their power over others to create fear or abuse.
• Understand and adhere to the policies, processes, practices and standards relevant to own work and keeps their knowledge and skills up to date.
• Honest and efficient in use of resources, including own time.
• Take responsibility for own performance and development: reflecting; seeking and listening to feedback; learning from mistakes; finding people or resources to help them learn.
• Constructive and optimistic in facing setbacks, challenges and change, using own initiative to analyse issues and improve things.
• Good team player, communicating effectively and being open and supportive towards those around them.

BUSINESS MANAGEMENT COMPETENCIES

• Understand relevant sectoral context including how the sector operates in terms of funding and governance and awareness of Plan's purpose, values, and global strategy
• Manage legal and reputational risk including risk assessment, communication, risk management and reporting in full compliance with risk-related standards, including in areas such as Child and Youth Safeguarding and Protection, Gender equality and inclusion, Counter Fraud, Safety, and Security
• Manage activities and resources including skills in strategic thinking, planning and organising, financial planning and monitoring, negotiation and programme and project management
• Manage people and information including skills in assessment and coaching, evidence-based management, communication skills, both speaking and writing, and digital working, including personal digital skills

Job Requirements

Qualifications/ experience essential

• Minimum required qualification: Bachelor degree in Logistics and Supply Chain Management, or Management or other related fields.
• Three years directly related experience in international NGOs, multinational companies.

Qualifications / experience desirable

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

Languages required

• Fluency in English language is essential

How to Apply

The closing date for the application is February 4, 2022. Qualified candidates should submit their application with the below link.

https://jobs.plan-international.org/job-invite/42569/

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

Please note that: 

• Applications and CVs written in English will be accepted and
• Shortlisted candidates will be contacted.
• Please note that we are not accepting CVs that are not sent through the indicated link.

Female applicants are highly encouraged to apply.

Early application is encouraged as we will review applications throughout the advertising period and reserve the right to close the advert early.