Procurement and Logistics Officer

Organization Profile and Background

Welthungerhilfe/German Agro Action is an international NGO with Head-Quarter in Bonn and working in Africa, Asia, and Latin America. Welthungerhilfe/GAA is fighting to help free the world of hunger and poverty. This vision is the basis of our organization’s character and activities. Welthungerhilfe/GAA secure funds from private donations and international funding organizations, for example STARTFUND, UN-OCHA, ECHO, SDC  and German Government. We work in the sectors of Rural Development, WASH, Shelter NFI, Nutrition , Cash based response, Agriculture in Emergency, CCCM (Camp Coordination and Camp Management) , Natural Resource Management and Social Development. Welthungerhilfe/GAA Ethiopia follows partnership approach for project planning, implementation, and in some cases WHH/GAA implements projects by itself.

 What We Offer

• A multicultural work environment where differences are accommodated
• A continuous learning cultures
•  Innovative and creative work practices
• Flexible work arrangements
• Very attractive pay and benefit packages (life and medical insurance, Provident fund & Pension)
• Working with an organizational philosophy: “help the poor to help themselves”

General Information 

·       Duty station:  Addis Ababa, Ethiopia

·       Job Title:  Procurement and Logistics Officer

·       Reports to: Head of Operation

·       Contract Period: till 28.02.2024 with possibility of extension.

I. Objectives of the position

The Procurement and Logistics Officer is responsible to ensure efficient and effective procurement, logistics and admin services in compliance with WHH policies, procedures, guidelines and standards as well as donor and national statutory requirements.  

II. Duties and area of responsibility

Procurement

·   Ensure that WHH procurement policies and guidelines comply with local statutory requirements /regulations;

·   Consult and design proper strategies and action plan related to procurement and logistics policies, procedures or systems as required

·   Develop and implement procurement guidelines and other tools that facilitate smooth operation

·   Strategically manage and plan logistics, warehouse, transportation and customer services of WHH Ethiopia and its projects

·   Keep track of quality, stock levels, delivery times, transport costs and efficiency

·   Direct, optimize and coordinate full procurement cycle in collaboration with finance & program teams as well as  other relevant work units.

·   Prepare bid documents, analysis, minutes report , award and service contracts(agreements) for all procurements of WHH Ethiopia

·   Provide technical assistance (including capacity building) to WHH partner organizations and WHH Hub-offices in the region whenever a need arises.

·   Maintain and update supplier and service provider lists

·   Maintain files and records of the procurement processes.

·   Ensure that goods and services purchased are according to the specifications and consistent with budget

·   Provide logistics and support in international procurement and customs clearance activities

·   Secure digital files on office 365 and cloud server 

·   Support WHH Somaliland office as needed

Fleet Management

·   Develop and implement fleet management guidelines and standards

·    Ensure that proper and timely transport services are provided to WHH staff and guests

·   Prepare and coordinate field trip schedules

·   Ensure that drivers acquire sufficient technical knowledge to conduct minor repairs and maintenance work

·   Follow up and monitor the travels and routs of vehicles with GPS.

·   Schedule timely and regular vehicles services and maintenance; monitor the performances of maintenance workshops (service providers)

·   Maintain logbooks & check the recordings on the logbooks.

·   Ensure proper utilization of fuel and spare parts and reports monthly vehicle expenditure reports

·   Ensure periodic maintenance and repair of vehicles and their utilization at Office and field level

·    Ensure that separate files are maintained for each vehicle on maintenance, change of tires, spare-parts, insurance, annual inspection and conduct monthly audits on the recordings

·   Follow up and facilitate yearly vehicle insurance renewal and annual inspections

·   Ensure that Drivers meet WHH driving policy on time, safety and security, etc

Store management

·   Make sure that all purchased items are in good conditions and stored in their proper place and manner

·   Maintain updated fixed asset register with necessary details and identification numbers; and prepare yearly report on  inventories list

·   Identify old assets and files for disposal according to WHH policies & ACSO requirements

·   Ensure that all necessary formalities of goods received and dispatched are adhered to at all times

·   Ensure that all fast moving stock items are timely replaced and no gap is created

·  Ensure the established procurement policies and procedures are adhered;

·    Ensure that WHH assets such as vehicles, furniture, equipment, office tools, and the premise(s) are maintained in best standard.

·   Ensures that the office is clean all times.

People management

·       Supervise and manage drivers, security guards and cleaners by developing their capacity and evaluating their performances.   

Education

BA/BSC degree in Logistics/Procurement, supply chain management, Business administration, and management

Experience

·        5 years professional experience in logistics & procurement in INGO

·        Demonstrated expertise in managing the whole cycle of procurement process for donor funded projects in an INGO environment.

·        Knowledge and experience in liaising work with Department of Immigration Nationality and Vital Events Agency, MoFA, ACSO, MoR, clearing agents, vendors, etc.

·        Experience in capacity building of partners in the areas of logistics/procurement management.

Skills

·        Excellent knowledge and skills in supply chain management, fleet management, facility management, safety and security, office administration, liaising, and people management.

·        High level of professional ethics& integrity.  No record of any form of fraud, misappropriation of resources, etc.

·        Excellent coordination and facilitation skills

·        Willingness to work in high pressure work environment with diverse demands. 

·        Excellent knowledge of MS Office (Word, Excel and Power point)

·        Good time /stress management skills, working systematically and proactively.

·        Able to work in a multi-cultural environment (intercultural competence)

·        Good leadership skills: strong interpersonal and team management skills& ability to work independently and manage multiple tasks.

·        Fluency in English, both verbal and written

·        Excellent communication skills