Administrative & Logistics Assistant 134 views4 applications

Background:

John Snow, Inc. (JSI) is a public health management firm, headquartered in the United States, dedicated to improving the health of individuals and communities throughout the world. JSI has been implementing public health work in Ethiopia for over 25 years.

JSI is implementing the five-year Digital Health Activity in Ethiopia, which is funded by the United States Agency for International Development (USAID). The purpose of this Activity is to support the Government of Ethiopia (GOE) to improve the quality of health services and create a sustainable health care system through the use of data for decision making, as well as to provide similar services to other countries in Africa or to respond to a crisis in Ethiopia (as needed). The primary objectives of the Activity are to 1) support information technology systems and data repository at all levels; 2) build a culture of data use; and 3) improve capacity and governance of MOH health information systems management.

Job Summary: Administrative & Logistics Assistant is a full time position based in Addis Ababa, Ethiopia with frequent travel to program sites throughout Ethiopia. The major roles and responsibilities of the position include ensuring the overall quality, efficiency and proactive administrative and logistical support services in the key areas of procurement of goods and services such as IT equipment as per JSI’s Digital Health (DH) policies and procedures and in accordance with relevant Ethiopian government policies and procedures.

Duties and Responsibilities:

• Coordinate the supply of goods and logistics support for DH, including requesting receiving, storing, transportation, customs clearance, issuing and processing in accordance with USAID, GOE and JSI policies and procedures;
• In coordination with the technical and operation teams, develop monthly transportation plans, field monitoring plans, fleet servicing plans, etc., and ensure the plans are implemented, monitored and reported on;
• Coordinate and provide logistics support to the DH central office and regional offices;
• Ensure that logistics activities are integrated with the DH technical and operational teams and that accurate and complete accounting, reporting and internal control systems are functioning and that all relevant records are maintained;
• Proactively identify broader issues of logistical improvement areas /non-compliance and adapt systems to address challenges;
• Guide, supervise and mentor DH drivers and ensure that the fleet management system is functional;
• Prepare reports on vehicle utilization, vehicle efficiency, inventory/goods movement, damages, etc. and submit to the Procurement & Logistics Manager on a regular basis;
• Develop, implement and monitor the DH safety and security plan; provide training to staff concerning safety and security;
• Establish and implement appropriate security standards for the DH compounds and offices;
• Facilitate office share agreements and ensure the DH office is fully functional at all times, liaising with landlord and vendors to ensure repairs and issues are followed up on-time and implemented appropriately;
• Facilitate the office management issues related to the office cleaning, security and other activities.
• Carry out security spot-checks for the DH offices;
• Ensure the DH vehicles are secure and that appropriate tools are functional and ready for use;
• Ensure that staffs are properly trained on CPR (Cardiopulmonary Resuscitation);
• Responsible for implementing JSI’s Accountability Framework and Code of Conduct, and adhering to JSI’s polices on fraud management;
• Perform any other tasks as assigned by the Supervisor.

Reports to :

• Procurement & Logistics Manager

Duty Station:

• Addis Ababa, Ethiopia with frequent travel to the field

Qualifications:

• University degree in Business Administration or related field;
• Experience in areas such as transport or logistics operations/management, procurement, etc.
• At least five years of progressively responsible experience in logistics, management/ operations, procurement, transport, etc.
• Knowledge of and experience with USAID projects and or other international NGOs;
• Experience in managing multiple staff under her/his direct supervision;
• Basic computer skill in; word, excel, email, access and related software required
• Must be willing for rigorous reference and background check.
• Fluency in Amharic and English is required.