ORGANIZATIONAL OVERVIEW  

FHI 360 is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions. Our staff includes experts in health, education, nutrition, environment, economic development, civil society, gender, youth, research, and technology– creating a unique mix of capabilities to address today’s interrelated development challenges. FHI 360 serves more than 70 countries, all 50 U.S. states, and all U.S. territories. FHI 360’s Crisis Response team has been responding to the humanitarian emergency in Tigray, Amhara, Afar, Somali Regions through an integrated Health, Nutrition, WASH, and Protection project to meet the critical needs of the conflict-affected population. FHI 360 aims to expand its reach to the Oromia Region in Negele East Borena, Ethiopia to provide humanitarian response to affected population and will be implementing the program with the Ethiopia-based national organization, Pastoralist Concern (PC).

POSITION OVERVIEW

The job holder is responsible for overseeing day-to-day fleet management and general logistics needs related to programmatic activities, movement tracking, asset management, ware house & inventory, Procurement and other tasks as assigned. The Logistics Officer will report hierarchically and functionally to the regional office senior logistics officer and technically to CR Logistics Coordinator.
Accountabilities:

Procurement Tasks

• Assist in all Procurement tasks as per FHI 360’s Procurement Handbook

• Liaise with suppliers and vendors for timely delivery of goods, and efficient problem solving of unexpected issues.

• Raise PR & online reception on DPA as per the request from the senior Logistics officer.

• Collect Quotations & prepare Bid analysis whenever required & appropriate.

• Prepare Payment requests for logistics related activities like fuel, vehicles rental, spare parts purchase & vehicles maintenance

• Ensure accuracy of all inventories. Ensure Assets register and inventory is up to date in all times.

• Constantly monitor inventory tagging and recording in accordance with the fhi360/Donor guidelines.

• Supervise FHI 360 warehouse and fleet management according to FHI 360 warehouse standards and records are well maintained.

• Coordination with Field Offices to record and update all inputs and data for the warehousing and Procurements.

• Coordination with Field Office to receive and Achieve Warehousing and Logistics Operations files and maintain them updated both manually and electronically.

• Look after all equipment provided and ensures all the FHI360 staff looks after it.

• Ensures that no material is taken out of logistics area without prior authorization.

• Informs immediately the line manager in case of abuse or bad management of the equipment and material in general

• Monthly Report (includes Equipment Inventory, Vehicle Follow Up and Planned works for the coming month).

• Identify warehouse/storage space based on needs in the area, ensuring an efficient flow between Mekele office and implementation sites. Ensure premises are furnished and secure.

WAREHOUSE & STOCK MANAGEMENT

• Support the Warehouse assistant in the warehouse management, coach & train on stock recording & management.

• Participate in spot and periodic inventory counts.

• Support & facilitate the movement of stock to different field offices arranging vehicles & trucks.

• Support the compiling of monthly stock report to insure accuracy.

• Insure the availability of enough fuel for stock for emergencies

FLEET & TRANSPORTATION MANAGEMENT

• Communicate and collaborate with staff to schedule and coordinate vehicle movements, assess and plan routes, and assign drivers to ensure optimal resource use and meet program needs per required schedules and standards. 

• Apply all vehicle management operating procedures in compliance with agency travel and vehicle-related policies, local legal requirements, and donor regulations. 

• Supervise and coach assigned drivers to ensure safe and secure driving and strict adherence to CRS vehicle policies. 

• Monitor and report on the physical security of all motorized assets, spare parts, and fuel. 

• Perform regular diagnostic checks of all motorized assets and act for timely and quality maintenance and repair. Review stocks of fuel, spare parts and equipment inventory and provide recommendations for acquisition and/or replacement. 

• Coordinate and assist to obtain vehicle customs clearance, registration, insurance and plates. Supervise and facilitate the maintenance of all records related to the fleet and fleet operations. Review required documentation for accuracy and completeness and file per established standards. 

• Maintain the Vehicle Management System for proper accountability. Prepare reports to assist decision-making for effective and efficient fleet management, as well as disposal and acquisition recommendations. 

• Promote accurate logbook recording by drivers and riders to ensure equitable charging of projects.

• Support sufficient planning for deliveries to project teams and update the Senior logistics Officer/Logistics Coordinator with regular information about stock levels and expected lead times.

• Support vehicle allocation and fleet management of all projects related rental vehicles. Ensure that all FHI 360 fleet management guidelines are always applied including logbooks and maintenance sheets.

• Develop tools to ensure efficient monthly, weekly & daily planning & movement follow-up tools.

ASSETS & EQUIPMENT MANAGEMENT

• Ensure proper recording and updating of Fixed Asset register and ensure the appropriate tagging is
  performed for each item

• Ensure physical count of assets time as per FHI 360 policy

• Provides a monthly report on the asset condition that include disposal plans, transfer, and donation reports in the line with FHI360 standards.

• Support assets allocations, purchase, return & transfer to users.

• Contribute to ensure that FHI 360 asset management guidelines are
  always applied.

• maintain an up-to-date monthly asset follow-up per project code, budget line, with a clear location & user for each asset; investigate and document any loss or damage.

• Support monthly and random asset inventories to check the monthly asset follow-up reliability, and take any corrective action needed.

• Contribute to review & implement an efficient maintenance strategy (in terms of operations as well as in terms of costs): handle market surveys of maintenance services, develop practical tools to anticipate assets availability, etc.

• Support the transfer or donation of assets before project ending dates, and the projects final asset reports as per donors’ guidelines.

• Support the efficient & exhaustive circulation, filing & archiving of asset documentation as detailed in FHI 360 logistics manual

Applied Knowledge & Skills:

• Comprehensive knowledge of office equipment, electrical and mechanical systems.

• Strong knowledge of office and procurement standards and practices.

• Excellent oral and written communication skills.

• Proficient use of Microsoft Office and computer software skills.

• Ability to prioritize assignments and work well with others.

• Ability to read and understand blueprints.

Problem Solving & Impact:

• Works on problems that are complex in scope and require judgment in resolving or making recommendations for solutions.

• Exercises judgment within defined policies and procedures to obtain solutions and perform duties.

• Decisions made generally affect own job or specific functional area.

Supervision Given/Received:

• Provides guidance to other support personnel. Acts as team lead.

• Determines methods and procedures on new assignments.

• Typically reports to a Manager.

Typical Physical Demands:

• Typical office environment.

• Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.

• Ability to sit and stand for extended periods of time.

Technology to be Used:

• Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.

Travel Requirements:

• Less than 10%

Job Requirements

Education:

• Bachelor Degree or international Equivalent in Business Administration, Logistics Management or Related Field.

Experience:

• 3-5 years of experience providing logistical support in an office setting.

• Vocational or specialized training is desired.

• Prior work experience in non-governmental organization (NGO) is preferred.

• Fluent in local language and excellent in English.

How to Apply

Application Process:

Interested candidates should submit their CV, cover letter, and contact information for three professional references on the THIS LINK. Only shortlisted candidates will be contacted for interviews.

Application Deadline: September 10

Note: This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with it. Responsibilities may evolve and change over time based on organizational needs and programmatic priorities.

Job Requirements Bachelor Degree in international Equivalent in Business Administration, Logistics Management or in a related field of study with relevant work experience Duties & Responsibilities: - Assist in all Procurement tasks as per FHI 360’s Procurement Handbook - Support the Warehouse assistant in the warehouse management, coach & train on stock recording & management. - Support the compiling of monthly stock report to insure accuracy. How to Apply Apply using the provided link below