Hawassa, Sidama
People In Need - PIN
Logistics Officer - is responsible for implementation of all Logistics and effective delivery of Logistics services and administration in support of PIN Ethiopia’s emergency programs. S/he applies Logistics policies, rules and regulations, maintains transparent logistics processes and ensures correct implementation and administration of the logistics documentation. S/he conducts field visits in order to provide support with logistic processes implementation. Due to the fast pace of emergency programs, this position requires someone highly motivated with an ability to work quickly and multitask.   This position is directly supervised by the Logistics Unit Coordinator and working closely with the Head of Emergencies and other senior emergency program staff.   Logistics Officer – Duties and Responsibilities Prepare monthly float request for logistic related costs for Hawassa office Ensure the refilling of fuel for all Vehicles on every Friday or based on the need; fuel for generator and avail proper log sheet Monitor the fleet expenditure; report the log data base and share it to logistic manager Ensure the functionality of weekly fleet management plan in collaboration with the Fleet Officer In collaboration with Fleet Officer, prepare a car services plan; keep/register all vehicle spare parts include vehicle tires and the store properly   Strengthen proper log book management, services record etc Ensure all drivers signed Liability of Assets for the vehicles, driver acknowledgement and archive in their personal file Supervise Hawassa Drivers, cleaner, cook and guards Coordinate with Fleet officer on renewal and claims concerning all kinds of a local insurance and vehicle annual technical inspection Supervise and monitoring the rental car movement, refill fuels, monitor log sheet Responsible for monitoring and facilitating water tracking as per guideline  Procurement In collaboration with procurement team, ensure materials are procured and delivered on time As per PIN procurement manual, project procure materials with the value not more than 5000 birr at Hawassa town and avail on time Up on the approval of procurement manager, procure (collect proforma, open with the committee and prepare evaluation) materials more than 5000 birr at Hawassa town as per PIN procurement manual Procure all the necessary office related materials as per PIN procurement manual and avail on time Prepare Good Receiving Note (GRN) and Store Issue Voucher (SIV) whenever procurement occur. Security Follow Vehicles movement in Hawassa or out of the location and update to the logistic coordinator Responsible for in the management including refilling of fire extinguish and first aid kits for the office, vehicles and guesthouses in Hawassa. Update and avail security stickers and contact address for each offices and vehicles Contribute area related information for revising of security related guidelines (Medical plan, SOP, RAM) for the country program and actively participate the adherence to security guidelines Monitor and proper use of communication channels including GPS and Thuraya  Active gathering of all relevant information, follow-up on security issues, trends and risks in the country in general and in the project locations especially Offices Management Maintenance-overall maintenance, repairs, cleanness and improvement of offices Coordinate with Logistics Coordinator in management of Hawassa office lease agreements, facilitate termination and handover Security and cleanliness- supervision of guards and cleaners and their duties Avail on time the necessary office stationary supplies Back-up power supply-supervision of generator and its operation including management of log sheet Organization and /or supervision of any office related services (internet connection, phone, electricity, water, fuel, office equipment (printer, photo copy machines, mobiles Thuraya etc.) Ensure all facilities in the office are available (like tea/coffee, water, stationery materials, cleanness, internet etc) Control attendance sheet and annual leave of staffs  Facilitate hotel booking, receiving phone calls, external/internal letters and address it to the concerned body Support program and other department in any of logistics and operations related need, in Coordination with the Logistics Coordinator Store/Inventory Management Ensure items are stored in the storage rooms as per PIN warehouse policies & stock guideline. Ensure all proper inventory documentation is in place. Make sure the storage rooms are secure at all time. Issue supplies to appropriate staff when requested/authorized. Keep up-to-date records of stock transactions posted on a store rooms’ bin cards consistently. Undertake the periodic physical count of stock and fixed assets in storehouses, and ensuring materials and supplies are available when needed. Prepare store rooms inventory report monthly. Maintain and manage inventory lists Undertake the classification and coding of stock based on PIN coding system Handing over supplies and fixed assets to users Prepare waybill with necessary information for all items dispatched from Hawassa office. Shipping & Postage to deliver materials, supplies and document as required Keeping, updating and reporting the record for the movement of supplies. Ensure proper documentation for waybill, good receiving notes, equipment issuance from, delivery report, store release, and other movement of PIN stocks as per PIN protocols. Prepare office equipment inventory every month. Asset management  Supervise Hawassa area warehousesConduct regular inventory in Hawassa office  Comply with PIN’s and Charites and Sociality Agency asset management and discard procedure Human Resource Arrange monthly attendance for Hawassa based staffs, and make sure it is signed, approved and submitted to HR department accordingly Collect Annual leave balance of Hawassa area staffs and submit to HR department on time Emergency Programs   Due to the quickly changing nature of emergency programs, the Emergency ELO must be prepared to support in the fast start-up, scale-up, transition, or shut down of emergency programs related to Logistics.    This will include the need for rapid Logistics process of emergency programs and the ability to respond quickly to all changes.    Close coordination with the other Logistics and other department team members for surge support will be required.  ACCOUNCOUNTABILITY AND SAFEGUARDING including Prevention of Sexual Exploitation, Abuse and Harassment (SEAH) Carry out the duties in accordance with the PIN Code of Conduct and Key policies.Participate in training and awareness raising (CoC and KP, Safeguarding…).Implement Safeguarding measures throughout the project cycle including a risk analysis related to SEAH and Child protection for each project and develop a mitigation plan accordingly. Ensure that his/her team members attend training and awareness sessions and carry out the duties in accordance with PIN Code of Conduct and Key policies. Ensure that due diligence and/or capacity assessments of partners include an assessment of partners’ implementation of key safeguarding and risk policies/ procedure including the prevention of SEAH.   Create and maintain a fulfilling and protective environment.  Other: other assignments corresponding to actual needs of the project, program or mission up on the request of line manager/CMT member  General obligations and responsibilities The Employee is obligated not to purvey any information concerning any of PIN activities to outsiders (including former PIN employees, who may no more be informed about current process in PIN). PIN is a relief and development organization whose aim is to help and assist needy people. The Employee’s position within the institution requires contacts with outside; he or she therefore conveys a certain image of the PIN. PIN expects its Employees to behave in appropriate manners at all times and in all places. All members of staff should ensure their attitudes correspond to PIN principles, both during and after working hours. The Employee takes over the responsibility for all entrusted material or cash. The Employee is obligated to cover all damages or losses caused by his carelessness. The Agreement of Liability of Assets has been signed separately. Benefit Standard work schedule of 40 hours per week from Monday to Friday Per diems for working and Accommodation outside of the duty office depending on the locationTransport Allowance Emergency allowance for the emergency program staffBank loan facilities20 days of paid annual and after 5 years of work an extra paid day for every yearExtra days of paid leaves for selected holidaysMedical insurance, including spouse and childrenAccident insurance for all injuries during work time based on the lawPension contribution of 11 % from PINPaternity leave of extra 2 paid days above the mandatory 3 days  Maternity leave according to the law and extra financial motherhood supportMonthly mobile phone hybrid tariffPIN supports fast career growth and internal mobility International environment with opportunities to learn from other PIN’s country  programsExtensive Capacity Building program, both internal and external trainings,       including the Induction trainingInternal online learning opportunities, such as access to PIN’s e-learning platform and webinars Annual staff retreat Friendly and fair work environment with small collective where everyone knows  each other