Admin and Logistics Officer

• Support Senior HR &Logistic Manger to Maintain and update personnel files of all staff at the project, including all documentation as required in line with BPDO HR Manual guidelines.
• Manage and record staffs’ annual leave roster and ensure all annual leave is used within the current year.
• Collect &review monthly timesheet. Organize payroll sheet to update Finance team every month as per agreed deadline  
• Manage and address all staff personal issues following the BPDO HR Manual guidelines.
• Prepare HR report with HR Manager
• Cooperate with PBDO HR &Logistic Manager in recruitment process.
• Receive, screen, log and route programme-related correspondences and maintain an effective follow-up system.
• Support Senior HR& Logistic Manager in Monitoring and follow-up on the performance (PDR) of all staff working in the Sub-office& Project sites.  
• Maintain high standard of Health and Safety of staff within the working environment. 
• Make sure all agreements like; vehicles maintenance, spare part and office rent are timely renewed with consultation of Senior HR &Logistic Manger
• Maintain good working relationships in the workplace.

Logistics Responsibilities

• Understand and adhere to the rules and regulations of (Transport, Procurement, and warehouse policy) laid down by BPDO. If these regulations are not clear bring it to the attention of your line manager.
• Make sure office vehicles are serviced periodically as per BPDO and manufacturer’s maintenance guideline and ensure all repair and maintenance are as per BPDO vehicles maintenance guideline with other logistic team.
• Follow up, Check, and review vehicles repair and spare part bills and make sure the invoices are   in accordance with the agreement before payment is effect.
• Collect Weekly transport plan from the users and organise the transport in cost effective way with consultation of Logistic Coordinator
• Monitor office and rented vehicles daily movement and ensure that resources are effectively used for BPDO interest only.
• Collect monthly log sheet for office and rental vehicles and evaluate each vehicle’s fuel consumption, provide feedback for drivers.
• Produce monthly transport& fleet report with logistic coordinator. 
• like:  Maintenance cost, fuel consumption, availability, utilization, accident/incident and need satisfaction. 
• In case of accidents follow up necessary procedures (insurance company, traffic police, legal Advisor, reporting, visiting scene, etc.) with entire team.
• Provide close support of procurement officer.
• Be aware of the rules and regulations laid down by BPDO regarding the use of BPDO’s vehicles. If these regulations are unclear bring it to the attention of your supervisor

Warehouse Management

• Update regularly SRTS (Supplies Request Tracking Sheet) and liaised with Senior HR& Logistics Manager for program’s SR progress.
• Oversee all warehouse movement& maintain good stock records systems and make sure all relevant information are shown on the stock and bin cards as per BPDO and donor’s guideline.
• Produce monthly consolidate stock report and check/inventory process is undertaken at all-time in accordance with BPDO inventory guidelines.
• Make sure fixed assets in all office are updated and tagged as per BPDO and Donors asset management guideline. 
• Monitor logbooks and vehicles charge out sheet of Drivers on a weekly basis ensuring that they are filled in properly fuel usage, KM analysis.

Additional Duties

• Perform other duties assigned by the line manager for the accomplishment of program objectives.

Emergency response

• BPDO is committed to responding to emergencies efficiently and effectively in order to help affected people meet their basic needs, alleviate suffering and maintain their dignity. To this end, when emergencies strike and the Ethiopia Program is to respond, all staff are required to actively participate in the response, regardless of location and contribute to the efforts aimed at achieving the humanitarian objective of the organization.

Gender Equity 

• Demonstrate understanding of BPDO Gender Equality Strategy
• Contribute to ensuring that BPDO 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.

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

Reports to: Admin, HR& Logistic Manager 

Direct reports: Storekeeper, cleaners, and security Guards 

Contacts/Key Relationships: Project Manager, Government Officials & other partners

Contract Details:  Definite period 

BAND : 6 ( six )

Person specification

• BA Degree and above in Management, Business Admiration, Logistic, Supply Chain Management, Accounting, and related Social Science field of studies with minimum of Six years or Four years relevant experience for BA&MA holders respectively
• Profound experience in  administration, logistics and HR Managements  
• Computer literate 
• NGO experience with similar set up is an advantage.
• Good communication and report writing skills

Competencies

• 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
• Strong interpersonal and communication skills
• Computer proficiency