Transport Logistic Officer

Job Purpose:

Appropriately Managing Program Transport and Logistics unit functions in line with professional principles and Concern Ethiopia’s rules and regulation.  Coordinating the efficient and effective operation of Concern Gondar fleet and logistical functions.

Main duties & Responsibilities:

Transport Management

•   Coordinates weekly transport plans; organises and follows up their daily implementations,
• Collects daily check-up and weekly repair requests by Drivers; prepares a maintenance schedule for all vehicles; ensures that preventive maintenance system is strictly adhered to, proper inspection of vehicles maintenance is carried out and job cards completed on time,
• Maintains and updates hard and soft copy of records and files related to vehicle maintenance and other operations,
• Advises on spare parts requirements; submits orders of spare parts (including requests of fast moving) and items necessary for workshop purposes,
• Ensures that spare parts request, purchase, issue and replacement are as per Concern’s logistics, transport and transport policy and procedures; maintains appropriate database for custody, reuse and discarding of used vehicle parts,
• Monitors logbooks and vehicles charge sheet of Drivers on a weekly basis; compiles and submits monthly report of maintenance cost summary, fuel usage, personal mileage and KM analysis and submits with recommendations to the Programme Systems and Transport and Logistics Managers,
• Ensures that Gondar vehicles are checked annually in accordance with Ethiopian traffic regulations and all Drivers have valid driving licences and conducted eye test as required,
• Supervises the maintenance of high standard of Health and Safety within the working environment; ensures that the no-smoking policy is upheld within all the vehicles and workshop area,
• Coordinates the scheduled and efficient re-fuelling of vehicles that takes into account the interest of all parties involved; i.e. vehicle users, Drivers, stores and etc.
• Responsible to manage rented vehicle based on Concern Worldwide transport policy and agreement signed with suppliers.
• Responsible for practical application of safety and security guidelines in the area of transport and office compound.

Logistics Management

• Supervises the receipt and dispatch of items by and to the PO store,
• Ensures that all Concern stores (including field based satellite stores) are maintaining appropriate and accurate stock records,
• Prepares monthly, quarterly, bi-annually and annually materials and commodity receiving and issuing reports for Head Office/North program office and user units and
• cross-checks and  updates user units with status of their inventory items on a monthly basis,
• Follows-up the independent validation of accurate materials and commodities receipt by end users (partners, satellite stores at construction sites) and ensures proper maintenance of records at various levels of the PO; ensures the timely return of documents confirming receipts of materials issued from the PO,
• Makes periodic field visit to ensure that materials issued are utilised according to laid down procedures;  undertakes random checks at field stores to monitor quality of storage and stock counts
• Makes recommendations to the Programme Management on steps to be taken to improve Inventories Management Systems and discarding of non-usable items
• Follows-up the timely renewal of warehouse/office rental and supply contract agreement
• Undertakes annual asset inventory in collaboration with pertinent Systems and Finance staff,
• Supports the purchasing functions through the provision of dedicated vehicle, availing alternative in case of breakdown or repair,  expediting the repair and maintenance of the vehicle, etc.,

Financial management

• Contribute to the planning & preparation of Transport & logistics unit annual budget & revision
• Monitor the budget utilization of transport unit to ensure efficient utilization of allocated money
• Ensures that spare parts procured through a contract agreement are genuine and delivered on time and settled timely to ensure smooth relation with clients; 

HR

• Participate in the recruitment of drivers and other transport and logistics staff
• Coach and support transport & log teamSupervises and monitors the performance of all directly supervised staff; evaluates their performance against Performance and
• Development Review (PDR) and undertakes periodic assessments; maintains records related to their movement, benefit, etc

Networking

•  Create good net working with local transport authority to ensure PO vehicles are inspected annually for safety & insurance
• Create network with suppliers and service providers

Reporting

• Seek technical advice and get confirmation from Head Office/Senior LAF officer/Area office transport unit for the fairness of the price of spare parts prior to processing payment to the supplier
• Provide brief periodical Transport & logistics reports to line manager & HO transport & logistics Officer

Accountability

In line with Concern’s commitments under the Core Humanitarian Standard (CHS): 

• actively promote meaningful community participation and consultation at all stages of the project cycle (planning, implementation, M&E); 
•  work with relevant colleagues  to ensure that the Complaints and Response Mechanism (CRM) is functional and accessible, that feedback and complaints are welcomed and addressed; 
• Work with relevant colleagues to ensure that information about CRM, safeguarding and expected staff behaviour is disseminated among programme participants and communities

Gender Equity 

• Demonstrate understanding of Concern Ethiopia’s Gender Equality Strategy
• Contribute to ensuring that Concern Ethiopia is a place where men and women are treated equally and with  dignity and respect
• Demonstrate gender equality awareness and gender sensitivity and an ability to integrate a gender equality perspective into tasks and activities

Person specification:

• BSc Degree in Logistics/Transport, Supply Management, Management &related fields with minimum of three years or Diploma five years relevant experience
• Computer literate
• NGO experience in emergency projects is an advantage
• Good communication and report writing skills
• Ability to communicate effectively in both oral and written English.
• Good interpersonal skills and team player with sensitivity to cultural diversity
• Ability to work under pressure

Competencies:

Knowledge of participatory approaches

• Ability to work with teams at distance and good team player
• Ability to plan own work, set priorities, complete work under pressure or when faced with competing demands and report
• Strong interpersonal and communication skills
• Computer proficiency

What we offer

• A competitive salary and benefit package
• Excellent medical benefits (100% cover including dependents)
• 20 days annual leave
• 26 weeks (paid) maternity leave, 18 weeks (unpaid) parental leave