Logistics Assistant Full Time NEW

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action helping people triumph over adversity and build stronger communities from within. Now, and for the future.

Position Title: Logistics Assistant

Duty Station: Negelle

Open Position: 1

Safeguarding Risk Level: 3

Program / Department Summary

The Logistics Assistant will work within the Operations department. The Operations Department are committed to provide reliable, timely and compliant support to program activities in order to enable those programs to work efficiently. He/She will ensure that all Mercy Corps offices have adequate admin, logistics support to deliver efficient services in compliance with established Mercy Corps and donors’ policies and with host country laws

General Position Summary

In order to have a smooth implementation of the program operational plan, the Logistics Assistant plays a key role in the Area Team in ensuring compliance towards Logistics, admin and asset management areas.

Working in the Operations Function, under the direction of the field Senior operations officer, the logistics assistant is responsible on the day-to-day routine tasks of the operations department as well as monthly, quarterly and annual reporting. She/he is expected to produce reliable, accurate and timely PALM report for all stakeholders involved . The post holder should be forward looking, self-driven, operating under minimum supervision, and critical thinker Furthermore, considering the various expected systemic changes in future, the post holder should be forward-looking, change oriented and able to develop/train the team in the changing environment.

This job requires travel to the project sites directly managed by Mercy Corps as well as by sub grantees. The main objectives of the travel are compliance and monitoring (internal audit nature) of donor rules as well as MC’s internal policies and procedures. Where necessary the objective of the visit could also be capacity assessment or capacity building.

Essential Job Responsibilities

1. Logistics and Fleet Management (35% of Time)
2. Administration (20% of Time)

• Warehouse and Asst Management (25%)

1. People and Culture (20%)

1. Logistics and Asset Management [60% of Time]

• Ensure that all vehicle log management is handled effectively and all the necessary processes and procedures are completed per Mercy Corps’s internal policies and procedures as well as according to the donor rules and regulations
• Provide timely and accurate vehicle log report and ensure the mechanisms by which drivers are accountable for the vehicle which they are given responsibility to drive carefully and maintain the vehicle condition in good standard.
• Produce monthly vehicle utilization/performance report and submit this to the Supervisor.
• Produce all vehicle accident report with the required details and submit this timely. Follow up all insurance related matters as soon as accidents happened.
• Follow up all the logistics monthly and quarterly diary and provide the necessary report/information on time.
• Ensure that the commitment tracking sheet for the Area Office is filled appropriately and coordinate with operations officer.
• Ensure that all store or warehouse management works are done to the required standard. Ensure that Bin Card/Stock Card is regularly up to date and the physical count of the items is matching with the records in the card.
• Provide monthly logistics performance report with the guidance from the Operations officer .
• Ensure that for all distributed materials, we have the copies of delivery note and the materials have reached the beneficiaries. Keep good standard filing system for distribution list and provide the information as and when requested by internal management or auditors;
• Ensure the fixed asset registration is kept to a standard required and provide quarterly updates to the Asset controller in the central office copying the Logistics manager. Ensure that the records kept indicate by which donor source each asset has been purchased;
• Provide support to the program technical team in coordinating fleet management. Discuss the needs and plan the fleet management as per the shared weekly movement plan submitted by program team
• Provide support on all logistical arrangements for visitors.
• Ensure that all supplies required running the project operation as well as the office is adequately handled.

1. Administration (20% of Time)

• Together with the Operation Officer , ensure the safety standard of staff, the premises we are working on.
• Together with the Operation Officer , ensure the safety of staff during travel to the project sites.
• Ensure that we are keeping the copies of all regional state agreements in the office file.
• Ensure we keep all copies of lease agreements for office, warehouse in a proper file and follow the end date and renewal;
• Perform various administrative duties per MC’s internal policies and procedures

People and Culture (20% of Time)

• Support the Operations office in Ensure employees’ personal file which mirrors to the file kept in the Addis Office is maintained adequately at the Area Office level
• Support the Operations office to Ensure that all temporary hires file is kept at the Area Office level and provide monthly report to the Senior operations officer
• Perform any other similar tasks that may be reasonably assigned by the Senior Operations officer in any one of the three components above.
• Follow up the employee leave balance and maintain a standard record. So as to easly extracting employees leave files.

Perform any other similar tasks that may be reasonably assigned by the line manager in any one of the three components above. Perform any other similar tasks that may be reasonably assigned by the line manager in any one of the above components.

INFLUENCE & REPRESENTATION

• Identify, build, and manage collaborative partnerships with local governments and other Mercy Corps stakeholders.
• Communicate effectively with all stakeholders.

Supervisory Responsibility

Driver , Security Guards and Cleaner

Works Directly With: the Negelle field office team members

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Knowledge and Experience

• Bachelor’s degree in Logistics or Business administration.
• Excellent analytical skills, Good interpersonal and communication skills, Good organizational skills, and Willingness and ability to adapt to changing work requirements and priorities that may require overtime or extended hours.
• Relevant qualification in the field of admin and logistics
• 2 Years minimum of relevant experience
• Excellent oral and written English skills.
• Strong computer skills in MS Excel, and MS Word programs.
• A demonstrated ability to multi-task and process information into action so as to not delay program activities.

Success Factors

• Must be confident, self-starter, an independent thinker and have strong organizational, interpersonal and communication skills; team oriented
• Good computer skills (especially Microsoft Excel, Word Processing, and Outlook)
• Ability to interact effectively with international and national personnel is required; demonstrated ability to work effectively with diverse group of people
• High professional standard of administration ethics as well as willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential.
• Demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary
• Excellent communication skills, written and oral are required.
• Demonstrated cultural sensitivity and appropriate flexibility.
• Emotional maturity and physical stamina.
• Demonstrated experience in managing Matrix Reporting is needed
• Willing to travel to Mercy Corps field offices and project sites.

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.