Logistics and Administration Coordinator

Background:

HCP Cureblindness works to cure needless blindness with high-quality, cost-effective eye care in underserved areas of the world. Thirty-six million people are blind worldwide, yet 80% of this burden is treatable or preventable. Cataract is the largest cause of blindness affecting 17 million people, who could be cured with a 10-minute, $25 surgery. HCP is keenly focused on enduring solutions to avoidable blindness for under-resourced people and communities, not only providing critical care but strengthening local capacity to provide high-quality eye care to the underserved. HCP has offices in several locations in the US and other countries, with remote employees in multiple other locations. Programs are currently active in 11 countries and work with an estimated 75 implementing partners with plans to expand rapidly across Africa and Asia.

HCP has been supporting Ethiopia eye health care program since 2008 through Ministry of Health (MOH) and its structures (hospitals and academic institutions) and has made great progress in strengthening the nation’s eye care system. In 12 years, HCP has provided specialized training opportunities to ophthalmic personnel while directly supporting surgical outreach efforts leading to over 120,000 sight-restoring cataract surgeries until the end of 2021.  Over that time HCP has donated millions of dollars in specialized ophthalmic equipment and consumables for eye care services.

HCP is registered and accorded legal personality by Agency for Civil Society Organizations of Ethiopia with Registry number 4435 as Foreign Organization in accordance with the Civil Society Organization Proclamation No. 1113/2019. Following the legal registration, HCP has signed a five-year project agreement with Ministry of Health (MOH) in August 2020 to strengthening Ethiopia Eye care system.

HCP Cureblindness Ethiopia Office is expanding its team to meet new challenges, scale its work, and broaden its reach. We are seeking individuals who are passionate about changing lives and want to be a part of a team that works together to reach new heights. We want leaders who can aim high and make things happen but are also invested in building a positive team dynamic to bring the work to life.

VISION: We envision a world in which no person is needlessly blind.

MISSION: Our mission is to cure needless blindness with high-quality, cost-effective eye care in underserved areas of the world.

Scope of the work:

Under the supervision of the Operations and Administrations Manager, Logistic and Administration Coordinator will responsibly work on the inventory management of medical and non-medical equipment, medical and non-medical supplies, procurement processes, shipment management and administration work of HCP Ethiopia office.

S/he is responsible for maintaining daily records of shipments, inventories, assets of HCP at the main warehouse in Addis and its field office when necessary. S/he ensures the equipment and supplies are properly delivered to implementing partners with proper issuing voucher and collect goods receiving note timely.  The position holder needs to submit regular inventory and other associated reports to HCP US office procurement and Finance units as required. S/he is expected to work with technical team and finance unit of HCP Ethiopia as well as HCP US offices.

S/he is expected to provide general support for administration activities including human resource and office managements for the CO with Operations and Administrations Manager.

Specific Duties and responsibilities:

Inventory management

• Receives and inspects all incoming materials and reconciles with purchase orders; processes and distributes documentation with purchase orders; reports, documents and tracks damages and discrepancies on orders received.
• Coordinate with the transit agent, Agency for Civil Societies Organizations, Ministry of Health, Ministry of Finance, Food and Drug Administration, and customs to receive pre-shipment approval for all incoming shipments.
• Track equipment and consumables received and distributed to partners.
• Work closely with HCP Biomedical Engineer in the process of scheduling the repair and maintenance of the organization’s equipment (Medical and non-medical equipment)
• Weekly Inspects storage areas for cleanliness, par levels, and spoilages.
• Manage in conducting monthly inventory and report.
• Utilizes procedures that minimize operating costs for the purchase and storage of all products.
• Helps to minimize losses from product or supply pilferage, spoilage, or obsolescence.
• Ensure issued outreach equipment and consumables are recorded and reported via  closely working with the technical team
• Prepare and collect GRN/Model 19 from all partners- Perform all functions including but not limited to, receiving, shipping, storing, and issuing material in accordance with established procedures
• Handle incoming requests for consumables or equipment from partners for different activities.
• Work with Biomed Engineer and other technical team to ensure that equipment returned to HCP warehouse is in working order.
• Arrange distribution of equipment and consumables to partners and ensure timely deliver.
• Conduct quarterly physical inventory count and report to US TaP and Finance Team
• Scan and email inventory distributions to TaP team at USA.
• Ensures that material issue Note, Goods Receiving Notes and other related documents are properly managed and make sure that this document matches the actual quantity against physical count (Issued or received).
• Monthly Reports any obsolete, damage, loss or missing items.
• Regularly update shipment, and inventory management Tracker.
• Provide all the required documentation to the Clearing agent –like the Donation Certificate, Packing List, Commercial Invoice, Certificate of Origin, Certificate of Analysis and Good Manufacturing Practice Documents related to items to be shipped.
• Provide all the required letters to the clearing agent that would help to facilitate the pre-import approval and the customs clearance processes.

Administrative and programmatic

• Contribute to maintain the national supplier and vendors database up to date & to build a strategic view of sourcing in the area.
• Work with the logistic assistant to book conference venue, Ticket and Travel arrangements.
• Process Visa for travelers coming to Ethiopia or traveling abroad for HCP official business’ purpose.
• Act as liaison with property management and other vendors.
• Monitor and replenish office supplies.
• Build out and maintain processes to keep files and office supplies organized and easily accessible.
• Coordinate scheduling - Set up meetings based on cross-functional availability for both internal and external stakeholders.
• Responsible for reconciling, scanning, and maintaining all paper based and electronic filing systems.
• Provide daily ongoing administrative support to the Administration and Operation Manager and country director.
• Support to organization of outreach events if required.
• Ensure compliance with local legislation, rules and regulations in terms of visas, tax- and duty-free importation.

Procurement and Accounting

• Facilitate the preparation of Request for Quotations (RFQs), Terms of Reference (ToRs), Request for Proposals (RFPs) in relation to the procurements of individual contractors, goods, services, and works, ensure that HCP procurement guidelines are always applied for all procurements.
• Evaluating quality, price, reliability, technical support and availability of goods and services
• Assists in the selection and evaluation of vendors.
• Monitors purchase orders to assure that deliveries are correct and complete.
• Collect invoice form conference, travel agent and customs agent and submit for appropriate approval.
• Anticipate procurement risks such as tender failure, delivery planning, seasonality, budget restrictions, custom clearance, etc. and liaise efficiently with other departments and the US team to mitigate such risks.
• Prepare payment request and ensure proper documentation filed for audit.
• Processing of invoices for payment
• Perform regular inventory checks and assist with annual audit.
• Work closely with Finance all purchase and logistics payments.
• Maintains an accurate and timely record keeping in accordance with all finance and logistics formats and procedures.
• Conducts quarterly inventory of Fixed asset with the delegated person from other departments.

Human Resource Management

• Issuing of employment and service contracts for staffs and contractors singed by Country Director and other the relevant person.
• Proper documentation of HR files and documents per the HCP Ethiopia HR Policy and Procedure Manual like properly maintaining staff personnel files (hard and soft copies).
• Update staff data base and all documents related to staff contracts, IDs, performance and etc.
• Monitor and communicate the Finance and Administration Manager for contract periods, end of contracts and timely issuing notice letters as required.
• Track annual leave requests and uses, time sheets, attendance sheets of national staffs.
• Ensure proper induction of new staff on HCP HR policies and procedures to facilitate staff integration.
• Coordinate and facilitate employee exit process and archive all required documents.
• Any other reasonable duty assigned by the line manager.

Competencies required:

• Experience in Procurement support.
• Demonstrated organizational skills.
• Proven interpersonal and communication skills.
• Ability to work and execute under pressure.
• Demonstrate corporate knowledge and sound judgment.
• Self-development, initiative-taking.
• Acting as a team player and facilitating teamwork.
• Facilitating and encouraging open communication in the team, communicating effectively.
• Creating synergies through self-control.
• Managing conflict.
• Learning and sharing knowledge and encouraging the learning of others. Promoting learning and knowledge management/sharing is the responsibility of each staff member.
• Informed and transparent decision making.
• Highly motivated, ready, and willing to take additional responsibilities.

Report to: Operations and Administrations Manager or equivalent position

Duty Station: Addis Ababa with frequent travel in the field.

Qualifications and experiences

Education: 

• Bachelor’s degree in Business Administration, Management, Procurement, or related fields.

Experience:

• Minimum of two (2) years of relevant experience.
• Computer literacy (Microsoft Office, etc.).
• Experience in web-based management systems is recommended.
• Previous Experience with International NGO is highly desirable.
• Work experience with an international organization and/or UN Agencies is an asset.
• Experiences working in or with INGO Purchasing, Inventory management, logistics, and customs clearance and etc.  
• Experiences of Inventory Management of medical equipment, non-medical equipment and supplies and experience in eye health care Program is an added advantage.
• Strong English language skills preferred.  

Workstation:

• Addis Ababa with frequent travels to regions

Employment duration:

• One year contract with possibility for renewal based on performance and Fund availability.