The Logistics & Admin Officer is responsible to assure & avail Fixed asset, Office management, Travel & event, Fleet management, Vehicle maintenance, and Warehouse & Distribution services are in place for the program hub and its APs. The post holder provides Hub support services well functioned and ensure regular reporting with functionally connected units (Matrix report) at HO Administration Manager and Logistics Manager in their respective areas.
\nJob Description
\nFleet Management:<\/p>\n
Ensure all drivers to adhere with GPS system requirement and direct all drivers\/users to conform vehicles usage according to the fleet management policy
\nEnsure adherence of vehicle usage at HUB and AP s level for the intended business purpose, mange drivers\u2019 behavior, violation of fleet policy, such as late hours, and weekend and holiday usage as using GPS system.
\nEnsure all vehicles assigned at HUB office and Aps have history files in hard copy and on GPS system, regularly review the log sheet of vehicles, Submit information of old vehicles, to HO fleet team for appropriate action.
\nEnsure spare engine key are kept safe and do spot check and follow up drivers and authorized personnel is not modified or duplicated & report immediately if at all observed
\nManage duties and responsibilities of all drivers at HUB level, their performance appraisal and annual leave management and provide support for Aps office on this
\nEnsure complete use of GPS system installed in each vehicle of HUB and AP offices and periodically review the efficiency of vehicle usage and fuel management, analyze GPS generated reports and submit any gaps to HO fleet team.
\nEnsure all vehicles and motor bikes of HUB and Aps offices under their custody have appropriate insurance coverage, submit accident reports to HO fleet within 24 hours of the occurrence and follow up for timely settlement of the claims request
\nClosely work with PH Supply Chain Manager\/HO Logistics\/Maintenance Coordinator On selection of potential work shop, ensure adherence of fleet management policy and vehicles maintenance SOP at HUB and AP level.
\nPreserve essential vehicles repair and maintenance records, ensure all level A maintenance to be done by driver mechanics (in house) and coordinate for implementation of level B.C & D maintenance services at the outsourced service provider`s workshop.
\nEnsure proper usage of fuel and tyre as per the approved limit on the fleet management policy and in support of GPS system. Collect and consolidated monthly vehicles usage report from Aps and HUB office and submit for HO fleet unit timely.
\nPerform other related activities as forwarded by his immediate supervisor.<\/p>\n
Warehouse and Distribution Management:<\/p>\n
Perform the warehouse and distribution operations at HUB offices,
\nEnsure APs stores and Inventory management to be up to standard to adhere existing Warehouse and distribution policy.
\nEnsure the day-to-day operations of warehouse documents for completeness of purchase documents prior to receiving using GRN, verify appropriateness of necessary documents before goods issuance from warehouse,
\nUse the necessary predesigned Pads; GRN, Warehouse Requisition form, Goods Issue Ticket (GIT) and other pads and formats, Stock card and bin cards and follow up for proper usage.
\nReview the inventory management activities in respective HUB and AP offices and provide necessary advice
\nCoordinate annual inventory taking process at HUB and Aps under his custody and submit the inventory count report for HO Warehouse and Distribution unit.
\nCoordinate timely distribution of the procured items for end users or requesting units, ensure to have supporting documents that confirm receiving of the items by the end users\/distributed body.
\nSubmit regular report for his immediate supervisor or Logistics department if there are items kept in HUB\/Aps warehouse for extended period for proper action.
\nEnsure all appropriate safety and security devices are available, safety regulations are being followed both with regards to personal safety and safety of inventory.
\nCoordinate Segregation of list of inactive and obsolete stock items in HUB and Aps offices periodically; submit the list for his immediate supervisor for appropriate decision making
\nInvolve in the process of warehouse and inventory mgmt. systemization at respective field Office,<\/p>\n
Administration:<\/p>\n
Maintain fixed asset management system for existing and new fixed assets including asset identification, location identification, physical count,
\nConduct periodical and annual fixed assets physical inventories. (Mid- year & annual in a year to go to each AP and do complete asset count and verify each asset physical existence and proper registration in FAMS),
\nGenerate clean, completed and updated fixed asset reports as needed
\nRequest training for respective HUBs\/APs staff on property and fixed asset policies and systems<\/p>\n
Support in disposal process in giving accurate fixed asset report from the system\/FAMS and records are updated regularly.<\/p>\n
Involve in the process of warehouse and inventory mgmt. systemization at respective field Office,
\nCoordinate travel reservation and air ticket arrangement for HUB and AP level staffs and make sure purchases are approved, cancellation\/date changes are justified and approved by Associate Director
\nMake sure hotel corporate agreements are singed with preferred hotels and standards are met according to the agreed ToR for both accommodation and events.
\nCoordinate event reservation, follow-up on service delivery with hotels, make sure attendance sheet is according to the booking
\nMake sure the offices have long term agreement for outsource service such as cleaning, security and maintenance
\nMonitor outsources services provision of cleaning, security guard, maintenance services.
\nEnsure all APs and HUB have safety and security items such as first aid kits, fire extinguisher, assembly points, visitor\u2019s entry registration book, etc
\nEnsure all APs and HUB have functional and standard power back-up \u2013 generator, water tankers, standard toilets and clean and tidy office environment, landline telephone, 3G\/4G dongles, ADSL internet \u2013 and regular maintenance is done.<\/p>\n
About You<\/p>\n
Must have BA Degree in Procurement and Supplies Management\/ Logistics and Supply Chain Management\/ Business Management
\nMust have minimum of 3 years\u2019 work experience in Fleet mgmt., warehouse & Distribution and Admiration activities.
\nKnowledge of fleet management, property management and Excellent communication skill
\nExcellent English language skills and excellent interpersonal skills and Excellent team building skills
\nFlexible, efficient, cooperative and commitment to WVI\u2019s aims, values and principles
\nComputer skill: Microsoft Office (Word, EXCEL, power point\u2026) is essential; and online system knowledge (GPS, FAMS) is advantageous
\nHonest and trustworthy, demonstrate sound work ethics
\nSkills in data management, reporting<\/p>\n
Language requirement:<\/p>\n
Fluency in English and preferably Local language<\/p>\n","protected":false},"author":2,"featured_media":0,"template":"","meta":{"_promoted":"","_job_location":"","_application":"https:\/\/worldvision.wd1.myworkdayjobs.com\/WorldVisionInternational\/job\/Dolo-Ado-Region-Ethiopia\/Logistics---Admin-Officer-1_JR47145","_company_name":"World Vision Ethiopia","_company_website":"","_company_tagline":"","_company_twitter":"","_company_video":"","_filled":0,"_featured":0,"_remote_position":0,"_job_salary":"","_job_salary_currency":"","_job_salary_unit":""},"job_listing_region":[11],"job-categories":[],"job-types":[12],"class_list":{"0":"post-2262","1":"job_listing","2":"type-job_listing","3":"status-expired","4":"hentry","5":"job_listing_region-ethiopia","7":"job-type-full-time"},"jetpack_sharing_enabled":true,"_links":{"self":[{"href":"https:\/\/jobs.dataaxisnode.com\/ethiopia\/wp-json\/wp\/v2\/job-listings\/2262","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/jobs.dataaxisnode.com\/ethiopia\/wp-json\/wp\/v2\/job-listings"}],"about":[{"href":"https:\/\/jobs.dataaxisnode.com\/ethiopia\/wp-json\/wp\/v2\/types\/job_listing"}],"author":[{"embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/ethiopia\/wp-json\/wp\/v2\/users\/2"}],"wp:attachment":[{"href":"https:\/\/jobs.dataaxisnode.com\/ethiopia\/wp-json\/wp\/v2\/media?parent=2262"}],"wp:term":[{"taxonomy":"job_listing_region","embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/ethiopia\/wp-json\/wp\/v2\/job_listing_region?post=2262"},{"taxonomy":"job_listing_category","embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/ethiopia\/wp-json\/wp\/v2\/job-categories?post=2262"},{"taxonomy":"job_listing_type","embeddable":true,"href":"https:\/\/jobs.dataaxisnode.com\/ethiopia\/wp-json\/wp\/v2\/job-types?post=2262"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}