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 equality, youth, research, technology, communication, and social marketing โ creating a unique mix of capabilities to address todayโs interrelated development and humanitarian challenge in more than 70 countries. FHI 360โs Crisis Response team is responding to the humanitarian emergency in Eastern Ethiopia, focusing on emergency health, nutrition, protection and WASH activities to support the goal of reducing morbidity and mortality.
Job Summary:
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 360โs 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
ยท Ensure physical count of assets time as per FHI 360 policy
ยท 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.
o Support monthly and random asset inventories to check the monthly asset
follow-up reliability, and take any corrective action needed.
o 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.
o Support the transfer or donation of assets before project ending dates,
and the projects final asset reports as per donorsโ guidelines.
o Support the efficient & exhaustive circulation, filing & archiving of asset
documentation as detailed in FHI 360 logistics manualApplied 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.
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.
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%
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
FHI 360 will never ask you for your career site username or password, and we will never request money, goods or services during the application, recruitment or employment process. If you have questions or concerns about correspondence from us, please email CareerCenterSupport@fhi360.org.
FHI 360 fosters the strength and health of its workforce through a competitive benefits package, professional development and policies and programs that support a healthy work/life balance. Join our global workforce to make a positive difference for others โ and yourself.Please click here to continue searching FHI 360's Career Portal.
- Less than 10%
- Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
- Ensure proper recording and updating of Fixed Asset register and ensure the appropriate tagging is