Junior Logistics Specialist
Contract duration: Until 31/12/2026
Application deadline: 17/04/2025
Duty station: Addis Ababa
Brief description of the project
The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a global service provider in the field of international cooperation for sustainable development dedicated to shaping a future worth living around the world. As a public-benefit federal enterprise, GIZ supports the German Government – in particular the Federal Ministry for Economic Cooperation and Development (BMZ) – and many public and private sector clients in achieving their objectives in international cooperation in around 120 countries.
Since 2004, GIZ has been a reliable and trusted partner of the African Union (AU) to enhance inclusive growth and sustainable development on the African continent in line with the AU’s Agenda 2063: The Africa We Want. With more than 200 staff, GIZ African Union cooperates with the AU Commission, as well as the AU’s specialised institutions and agencies, such as the Development Agency AUDA-NEPAD, at continental, regional and national level in more than 35 member states. Key areas of engagement include Peacebuilding and Conflict Prevention, Governance and Migration, Sustainable Economic Growth and Employment, as well as Health and Social Development.
The GIZ African Union Office headquartered in Addis Ababa, Ethiopia, with further staff based in South Africa, Ghana, and Germany provides services and support in the areas of procurement, financial management, events and travel, human resources, internal operations, communication, and portfolio management to all GIZ programmes and projects that are implemented in partnership with the African Union.
The AU Office in Addis Ababa has formed the Service Unit (SU) Internal Operations for the diverse portfolio of the GIZ AU as part of the commercial bundling. This commercial bundling is a pilot project in GIZ and will require the assumption of various tasks in the future to ensure internal operation processes at a high-quality standard. The Service Unit Internal Operation must make sure that all relevant processes are done according to PUR (Procedures and Rules) of GIZ.
The position of the “Junior Logistics Specialist” is part of the Service Unit Internal Operation which has to assure liaising with projects, partners and clients in a service-oriented manner on behalf of the office by providing a professional logistics and facility Management, store and inventory management, document and file Management, fleet and vehicle management and maintaining a high standard office environment.
The “Junior Logistics Specialist” is working under Internal Operation Service Unit and together with unit team, Office Managers, with all GIZ AU staff within GIZ AU Office in Addis Ababa, Country Office staffs, partners, consultants, guests/visitors, service providers, and counter partners.
Responsibilities and Duties
A. Responsibilities
In your role you support your colleagues in ensuring that the required materials and infrastructure are in stock, considering the binding GIZ procedures, guidelines, and tools.
You deal with the tasks assigned to you related to incoming goods, commissioning, and outgoing goods, and assist in ensuring that all goods are safely stored and that the project material is delivered on time.
You also respond promptly and competently to matters that fall within your assigned thematic area, where applicable in consultation with experienced specialists, and following consultation remain available to answer further inquiries.
You provide support in selecting and controlling external service providers, for example in the areas of facility management. You also assist in conducting market analysis and in monitoring and optimizing all logistics processes.
You clearly communicate the relevant requirements, conditions, and restrictions in terms of your capacity to act with due regard for compliance rules and P+R. You deal with the matters and job orders assigned to you with due regard for all the legal, contractual, socio-political, and corporate policy requirements and the instructions of your line manager and follow up on the processing and completion of those tasks.
You independently identify possibilities for improving effectiveness and efficiency in the logistics and supply chains.
You provide support for knowledge management and ongoing process development in your area of responsibility. You also prepare and share documentation.
You assist other colleagues as needed in the office if there are no tasks pending, carries out other office work on request.
You communicate information related to your area of work and complete the duties assigned to you when deputizing for your colleagues.
You perform the tasks assigned to you by your line manager, where required.
B. Main Tasks
Logistics and Facility Management Tasks:
Support, assist, manage, and handle the following tasks with your line manager:
You perform all the tasks assigned to you promptly and in line with the correct administrative procedures.
Coordinates his/her activities with logistics and facility management, finance and procurement team, project, and other units.
Collaborate with the staff on the promotion of sustainable green office (environmental detergents, energy saving, to use of environmental office supplies).
Support technically the cleaning staff’s member and support staffs on cleaning, hygiene, maintenance and safety.
Attends office and team meetings translates and transfer messages from emails for support and cleaning staff member.
Maintain a pleasant and healthy office environment.
Sets up and prepare the conference and meeting rooms as instructed.
Provide logistical services for workshops and training courses within and outside the office premises.
Develop specifications for local and headquarters procurements.
Be attentive and do a daily round to make sure the office is running smoothly, and any defaults are addressed on time and reported to your line manager.
Maintain smooth communication and collaboration with other staff.
Be service oriented and satisfactorily serve the office, projects, and clients to your maximum efficiency.
Deputize the Logistics specialist, Liaison officer and Receptionist whenever needed.
Store and Inventory Management Tasks:
Ensure adequate stock of materials and supplies for daily business operations.
Conduct assets inventory regularly and register with cloud WINPACS system and report any discrepancies.
Participate in the annual asset and stock inventory.
Support asset labeling for projects and office inventories.
Arrange and organize old office and project assets in the store, like furniture and IT equipment.
Support asset disposal, auction, handover or donation.
Make sure there are adequate office supplies, cleaning materials, stationaries, refreshments, jar waters, toners and spare parts always.
Register and monitor incoming and outgoing supplies with stock cards.
Make reception of supplies and materials against relevant documentation and file them properly.
Maintain supplies with manual and soft copy records.
Follow up and control the consumption of consumables.
Notify the manager promptly when stock supplies need to be restocked, repair work needs to be carried out, or there are any other irregularities.
Control meeting and workshop materials and replenish
Manage workshop materials and ensure timely delivery to venues.
Make sure the stock items are stored properly and visible.
Keep the storage rooms clean and neat.
Document and File Management Tasks:
Organize and structure the documentation of the internal operations service unit.
Archive documents related to handover and donation, vehicle management, stock management, asset and inventories, telecommunication, cost distributions, maintenance and repairs.
Support the filing and document structure of the liaison work.
Label and keep up to date the box files with appropriate information.
Create and maintain filing systems for his/her working areas, and treat the information confidentially, specifically in the areas of personnel and finance.
Fleet and Vehicle Management Tasks:
Maintain an up-to-date vehicle list and service schedules.
Ensure the vehicles’ regular services are done on time.
Follow up annual inspection, facilitates and reports about the renewal of vehicle insurance and license.
Make sure all GIZ vehicles have their legal documents inside the vehicles and equipped with necessary materials and tools.
Assist with processing accident insurance claims against local and German insurance companies, in cooperation with the GIZ country office.
Handle and monitors the proper documentation of GIZ AU vehicles in DMS.
Manage and record the vehicle fuel consumption analysis, services, and maintenance and report any irregularities.
Assists in ensuring the carpooling and vehicle usage rules of GIZ are implemented.
Perform a quality check of the digital logbooks on regular bases.
Summarizes the entries of the vehicle digital logbooks and prepare cost distribution for vehicles related costs.
About You
Qualifications
A university degree in Logistics and supply chain management, Business Administration, Engineering or any other business-related fields.
Excellent writing, editing, and proofreading skills.
Excellent command of spoken and written English.
Very good knowledge of MS Office (Outlook, MS Teams, Word, Excel).
Strong organizational and analytical skills.
Solution and service-oriented attitude and working philosophy.
Open to learning and overtaking new tasks required by the company or internal procedures.
Integrity and loyalty to the company.
Ability to meet tight deadlines and anticipate next steps or needs.
To be thorough and pay attention to detail.
Patience and the ability to remain calm in stressful situations.
The ability to accept criticism and work well under pressure.
Well-developed interpersonal and team working skills; ability to operate effectively in teams, proactive, reliable, and positive work attitude.
Ability to deal sensitively in multicultural environments.
Based in Addis Ababa.
Professional experience
Experience of minimum 2 years in Logistics, supply chain management, warehouse and store management, asset and inventory management and fleet management, document and archive management or in a similar position.
Experience as Logistics specialist, supervisor or officer.
Experience in organizational development and change management.
Working experience in the field of international cooperation and NGO is an asset.