Contract duration: 6 months – fixed-term

Salary: 30.000/36.000 Birr Gross Monthly

Project: Shire, Ethiopia
Reporting to: Logistician

We are looking for candidates currently based in Ethiopia

EMERGENCY ONG ETS is looking for an Administration Officer for its new project in Shire Hospital, Ethiopia.

General objective of the project: strengthening the Ethiopian healthcare system by improving the quality of life and resilience to multiple shocks of people with disabilities in Tigray.

Specific objective: ensuring access to high-quality free rehabilitation, basic care, and social inclusion for people with disabilities in Shire, Tigray.

RESPONSIBILITIES
The Logistics officer supports the Logistician to maintain the facility operational at its best capacity, ensuring that all general services meet requirements and are aligned, the department are properly staffed and manned. The logistics officer collaborates in the continuous improvement of all ancillary activities concerning EMERGENCY facilities. He/She will be in charge of specific tasks including the management of log-related resources according to the indications of the Logistician.

TASKS

-ORGANISATION AND MANAGEMENT

• Constantly supervise and interact with the various Team Leaders of each logistics department to guarantee the proper functioning of the following services (internal or external)

- Cleaning

- Kitchen and food management

- Laundry

- Transports for national staff

- Surveillance

- Tailoring & Ironing

- Waste Management

- Accommodation

- Gardening

• Contribute to the recruiting process, monitoring hiring needs and daily workers’ needs, and assigning resources to the different teams;

• Organize on-boarding/induction and monitor on the job training for the staff;

• Contribute to the staff evaluation process evaluating the performance of the staff and consults with each Team Leader/Supervisor on any actions that impact salary or career steps;

• Monitor and supervise the preparation of duty rosters in order to organize team workloads according to tasks and priorities;

• Monitor the respect of all safety procedures in the workplace and propose continuous improvement in this area.

• Hold regular coordination meetings with the Responsible of Logistic Department;

• Organise periodical meetings with the teams to discuss about routines and any problems or needs they should have, promoting a cooperative, collaborative and respectful working relationship.

-SUPPORT THE LOGISTICIAN IN THE SUPERVISION:

• For each of the department, support the Logistician in:

- Ensuring quality and high standards of services;

- Guaranteeing the respect of Emergency policies and protocols (cleaning procedures, hygiene and food treatments protocols, security procedures)

- Pursuing the best organizational practices when organizing or providing services;

- monitoring consumption and other indicators as required by Emergency’s procedures, updating reporting files .

- Ensuring the supply on time and in the right amount of the items required from each department (cleaning materials, food, drapery);

• Organize the logistics support when needed in case of shipment arrival or material movements (e.g. containers unloading);

• Monitor that the Teams apply the best diligence when using and storing equipment (especially big appliances).

-COLLABORATION WITH OTHER DEPARTMENTS:

• Cross check with the Administration and HR Departments that all the rosters and staff requests (annual leave plan, sick days, days off, etc.) are correctly recorded and justified;

• Provide logistic support to the Technical Department when needed;

• Collaborate with Logistician/Administrator/Field Procurement Departments in organizational and/or economic analysis, suppliers’ contracts managing and search for new contractors, collection of quotations and preparation of adequate planning documents, according to Emergency’s purchasing and administrative procedures;

• Collaborate with the Purchaser Officer in the procurement of goods and services according to Emergency’s purchasing and administrative procedures.

• Interact with all the Department Responsible to check that all the services answer the needs of the hospital.

The responsibilities and activities listed here are to be considered a general brief and cannot in any way be invoked by the employee to limit his/her scope of intervention, which remains connected to the function in the broadest sense.

-WORK ENVIRONMENT:

Work is performed in an office environment and may involve sitting at a computer and/or being on the phone for extended periods of time as well as moving from different locations of the clinic to adequately monitor the different teams subject to supervision and the different locations where the activity is carried out, including places in lack of natural light. The work is also performed on the field, in the different sites and locations where the logistics activity is carried out and may thus imply risk associated to the nature of the activity including -but not limited to- crushing, exposure to dangerous substances, fall. This might also require to visit external partners and to perform spot checks and inspections alone and/or together with the Logistician and/or other coordination figures.

REQUIREMENTS

• Bachelor Degree in logistics-related subjects or equivalent certificate is preferable

• Proven track of previous experiences in taking care of general facility services will be considered a suitable starting point

• Demonstrated experience in coordination of human resources allocated to teams and in the management and monitoring of valuable assets is also appreciated

• Reactiveness, adaptability, flexibility

• Skill in operating a computer and various supporting software packages

• Ability to communicate effectively top down as well as bottom up to deliver clear instructions to staff members and to keep line managers up to date with progression in processes and staff members well informed on duties and activity programs

• Ability to arrange activities and coordinate resources in order to enhance performance and minimize negative impact on the organization

• Capability of monitoring all assigned resources using relevant indicators

• Capability of creating different customized instruments to efficiently monitor the general services

• Ability to redesign and map checklist and routines to maximize value and minimize costs

The Logistics Officer embodies the EMERGENCY’s principles and a drive for continuous learning and improvement. He/She will be a consultant, analyst, and problem solver with exacting standards and an eye towards creativity and innovation. This role requires an individual who can plan and implement sustainable solutions that can be deployed in a context with limited access to resources. Essential skills for consideration include a highly-tuned detail orientation, strategic thinking, and a process and system mindset. A successful Logistics Officer will be able to coordinate different types of resources, reconciling different needs, adapting to sudden and unpredictable change of plans, working in a fast paced environment, all with a particular attention to priorities and deadlines.

How to apply

To apply, please send your CV to recruitment.ethiopia@emergency.it