ORGANIZATIONAL CONTEXT:
Adeso, formerly known as Horn Relief, is an expanding and vibrant African based international development and humanitarian organization. At Adeso, we work with African communities who are yet to realize their full potential; working inside these communities to create environments in which Africans can thrive. Our belief that economic, social and environmental security is the bedrock of a healthy community drives the nature and intent of our programming. We work to prevent and overcome situations that adversely affect community well-being by: reinvigorating the economy, developing skills for life and work, providing humanitarian aid, and influencing policy.
For the past 20 years we have strengthened rural livelihoods through environmental awareness, training, technology transfer and innovative humanitarian projects in pursuit of a peaceful, self-reliant, and greener future. At present, Adeso has programs in Somalia, Kenya and South Sudan.
Adeso is an exciting and dynamic organization experiencing managed rapid growth. It offers sound employment conditions with opportunities for personal growth and development.
POSITION SUMMARY:
The Logistics and Administration Officer will provide logistical and administrative support and advice to the project team during the project implementation period. The support role of the officer will be focused on, but not limited to, the Mudug region of Somalia. The officer will also be expected to provide administration and logistical support to other regions where Adeso is operating on a needs basis.
SPECIFIC ROLES AND RESPONSIBILITIES:
Logistics:
• Management of agency and rented vehicles, ensuring that all are safe and road-worthy, have proper on-board vehicle documentation, and separate vehicle files. The officer will carry out continuous tracking of vehicle log-sheets, monthly compilation and submission of log-sheets and will organize cleaning of vehicles; • Schedule vehicle use to meet programmatic and operational needs by maintaining vehicle movement board daily and managing vehicle request forms; • Oversee and ensure proper use of the vehicles by overseeing fuel consumption, purchase and tracking including coordination with gas station(s); • Organize regular service schedules for vehicles, maintain service schedule files and ensure major repairs are done in a timely manner by a professional mechanic; • Track vehicle expenses in accordance with the respective procurement policy and project budgets; file monthly vehicle consumables sheet for each vehicle separately; • Order and maintain stock of spare parts and consumables; • Coordinate with communications department to ensure regular vehicle communications and ensure security measures for vehicles such as parking, storage of keys, emergency supplies etc.; • Responsible for oversight of vehicle rentals including tracking of leases and payments; • Support programs with the required logistic information (costs, availability of products etc.).
Procurement:
• Daily coordination of Adeso procurement activities and assisting office staff with procurement activities as required; • Procure requested program support items in a timely manner, ensuring that Adeso procurement procedures are followed; • Assist program and operations personnel in regular procurement planning meetings; • Assist staff as needed in creating clear and understandable purchase requests and other documentation; • Collect quotations and bids from vendors and prepare the required documentation of supplies and transactions in compliance with Adeso standards; • Prepare status reports on deliveries for procurement, logistics, office management and receipt of supplies; • Assist in the maintenance of thorough procurement files as outlined in the Adeso procurement policy; • Account for purchased items and coordinate with appropriate logistical and administrative staff members; • With full understanding of Adeso procurement policies and formats, assist as needed in training staff on these policies; • Keep records of and maintain contacts with suppliers and local repair/maintenance shops, conducting price comparisons among them in order to get the best deals.
Administration:
• In collaboration with the Program and Operation team, contribute in developing appropriate project planning and implementation mechanisms; • Manage and update inventory and stock list in Adeso offices, stores/garage and program sites on monthly basis; • Organize Adeso program and operations files and keep them updated as needed; • Coordinate with the landlord of Adeso rented premises to ensure that buildings are well maintained and that leasing documents are in order; • Support the administrative management of the projects, including financial, logistical and operational activities; • Provide the Program Manager with logistical support in organizing project related workshops and meetings and any other necessary preparations; • Coordinate with other staff members to ensure the offices, warehouses and field sites are adequately equipped and supplied; • Maintain the guards, SPU and drivers schedule for the office/guesthouse and field related trips; • Participate in hiring and disciplinary measures for drivers; manage drivers’ leave schedules ensuring smooth operation of the fleet and coordinate with Human Resources to ensure proper tracking of drivers’ HR files; • Ensure that the Adeso logistics systems, procedures and working practices are adhered to; • Keep a proper record of quotations (eventually tenders), requisitions, purchase order forms, goods received notes, receipts, waybills, and all other documents; • Ensure that the proper administrative procedures and standards for requisition follow-up, purchasing, stock-keeping and dispatch are followed; • Inform staff about security situations in the area, coordinate with local authorities and other agencies on security related issues and provide appropriate advice to the staff and in particular, the management team; • Maintain project documents and information with confidentiality, ensuring that all records pertaining to the project are properly completed and stored in a secure place; • In cooperation with the Regional Security Manager, regularly review the security situation of all Adeso offices, evacuation plans, security instructions and any other contingency planning that may be necessary; • Ensure incident and accident reporting is conducted as necessary. This includes completion of incident report forms, informing necessary actors and maintaining incident report files. Meet regularly with head of office to share necessary information; • Training/orientation of staff: Ensure orientation of new international staff is completed during first month of arrival in Somalia; • Provide regular briefings/trainings to national staff on preventative security measures and conduct in Adeso office; • Ensure that all necessary measures are taken to provide Adeso employees with a safe working environment as detailed in existing guidelines – the Logistics and Administration Officer will be responsible for fire regulations and procedures of acceptance of visitors and vehicles to Adeso compound; • Produce regular bi-weekly written reports in English and Somali on the security situation in project sites based on the current information available from other agencies like NSP, Adeso’s other offices, media and other sources; • Monitor local and national news (radio, television and print) and translate appropriate information in daily updates.
Others:
• Understand and adhere to Adeso established policies and procedures for administration, finance, procurement, safety and security management; • Other duties as assigned.
SKILLS AND QUALIFICATIONS:
• Undergraduate degree, preferably in Logistics Procurement, Supply Chain Management, Business,/Public Administration or Diploma; • A minimum of two years professional experience, preferable in Logistics, Supply Chain Management and Administration; • The candidate must be able to manage several tasks simultaneously and be flexible and willing to assume a range of unanticipated assignments; • Willingness to travel to field and project activity sites as required; • The position requires excellent attention to detail and organizational skills, maturity and the ability to work in a fast-paced environment; • Strong spoken and written communication skills in English and Somalia languages • Ability to work independently and as part of team; • Professional and friendly communication style with the ability to communicate professionally with a diverse group of stakeholders; • Excellent working knowledge of Microsoft Word, Excel, Access, PowerPoint, e-mail applications and the internet; • Conscientious with an excellent sense of judgment; • Willingness and ability to work with a wide variety of people • Ability to work as part of a team and coordinate with project personnel.
How to apply:
This is a challenging opportunity for a dedicated and highly motivated professional. If you would like to join this dynamic team, please submit your application to jobs@adesoafrica.org, quoting the position in the email subject matter, by 12th July 2013. Each application should be addressed to the Human Resources Manager and include the following:
• An updated CV; and • An application letter which should include remuneration requirements and contact information for three work-related referees. Applications not including all of the above information will not be reviewed.
Only short-listed candidates will be contacted. Adeso is an equal opportunity employer.
