Logistics & Administration Officer at United Nations (UN) WCESA

Responsibilities: Logistics (60%)

• Responsible for overseeing the logistical activities including local procurement, fleet and equipment maintenance, warehousing and asset management and IT support in co-ordination with the Regional Logistics Team in Addis Ababa.
• Implement and maintain Merlin standard procurement practices, keeping records to full audit trail standard under relevant donor regulations.
• Maintain a clear communication with the capital office and field teams to ensure procurement processes, deliveries of supplies and related activities are followed up and all required information is shared with the destination sites
• Ensuring the creation and maintenance of accurate and up-to-date supplier information and market prices databases for regularly purchased items including creating Preferred Supplier Agreements for regularly purchased items.
• Maintain stock control consistent with Merlin protocols and procedures.
• Regular monitoring of Merlin pharmacy with monthly reports provided to Project and Health Coordinators.
• Maintain all logs filing systems to include all equipment manuals, maintenance schedules and logs documentation.
• Monitoring and maintaining the communication equipment in Region.
• Daily coordination of transport activities by road and air.
• Oversee the Region fleet management and ensure appropriate safety standards in all vehicles in the fleet, including availability of necessary safety accessories and communication equipment
• Oversee the maintenance/repair activities for all Merlin Region vehicles and generators
• Oversee the fuel consumption as well as overall maintenance costs of vehicles and generators.
• In collaboration with the PC, develop quarterly/monthly procurement plan.

Admin and Finance (40%)

• Participation in project planning and the preparation of donor proposals and reports in collaboration with the Project Management and Country Management Teams.
• Prepare timely forecasting information for the country office. Human Resources (10%)
• Assist the Logistics Manager with the continued training needs of the national logistics staff and ensure training needs are appropriately met and within budget.
• Capacity building of national staff teams within administration, liaison and logistics.
• Recruit and appraise logistics staff based in Region. Security (10%)
• Participation in the ongoing monitoring of the security situation. Implementation of security measures according to Merlin security guidelines.
• Preparing procedural requirements for facilitating the evacuation of field based teams if necessary.
• Good experience in: purchasing, warehousing, and vehicle management.
• Problem solving ability with equipment ranging from computers, vehicles, generators, and radios.
• Strong planning and organisational ability.
• Excellent communication skils, with good spoken and written English
• Good report writing skills
• Good computer skills including excel, word and access
• Good database and record keeping skills
• Management and capacity building experience and personnel skills
• Ability and flexibility to understand the cultural and political environment and to work well with the local authorities
• Ability to remain calm and to be diplomatic
• Good team player but also able to work alone with only minor supervision.
• Able to read and interpret a manual
• Able to work under stress and meet deadlines
• Strong time management ability and used to multiple tasking
• Able to live as part of a team
• Ability to live in insecure remote areas

Overall Objectives (scope)

• To deliver logistical support to Merlin’s programme (procurement, fleet management, asset management warehousing)
• To submit to the Logistics Manager a detailed monthly report
• To be actively involved in the capacity building activities of the logistics national staff team.