Logistics & Admin Officer

Johanniter International Assistance is recruiting a Logistics & Admin Officer.

Context

Johanniter-Unfall-Hilfe e.V. is a German Christian non-governmental organization, dedicated to excellence in the field of first aid, ambulance service, social service programs and other projects in the medical and social field. The Federal Headquarters (HQ) are based in Berlin, Germany.

Johanniter International Assistance is the operational unit for humanitarian aid, development co-operation and emergency relief, implementing and supporting projects in Health, Nutrition, WASH as well as Food Security & Income Generation worldwide. (www.thejohanniter.org)

Job Responsibilities and Accountabilities

Overall job purpose

The Logistics & Admin Officer will provide support for all logistics related actions for Mocimboa da Praia office.

Reporting lines

• Reporting to: Logistics Manager/ Admin Manager
• Receives technical advice from: Logistics Manager/ Admin Manager/ Global Support Unit Gives technical advice to: All departments of the Johanniter Country Office and Partners
• Replaced by: Logistics Assistant/ Admin Assistant

Tasks

Operational  Logistics Management

• Support all logistics-related actions for Mocimboa da praia district (Procurement, Warehousing, Transport and Facilities).
• Ensure compliance with Johanniter procurement procedures and donor guidelines and ensure all required supporting documents are available for each purchase.
• Prepare and submit Logistics Monthly Closing documents and reports in a timely manner.
• Review partner documentation and provide Logistics-related feedback and capacity building to improve processes and documentation.
• Ensure general principles of procurement are followed, including transparency, price-quality ratio, non-discriminatory and ethical procurement, etc.
• Process procurement requests in a timely manner while ensuring completeness and accuracy through regular follow up with Program and Finance departments.
• Maintain an accurate filing system, both physically and electronically, ensuring that supporting documentation for procurement transactions and other Logistics processes are safely archived Maintain and update the procurement tracker on a regular basis to provide a comprehensive snapshot of all procurement processes and support procurement performance management.
• Maintain and keep track of the contracts register and flag those expiring to trigger the renewal or contracting process.

Administration

• Support program and operations teams administrative duties.
• Develop monthly and weekly schedule for staff field movements.
• Support the procurement and maintain a regularly updated databases on JIA office services (including TI, electricity, water etc…) agreements and renewals are processes.
• Confirm that all administrative expenses (utilities, telephone, internet etc.) are done through the respective procurement policies and set of required paperwork.
• Prepare monthly time sheet for cleaner.
• Assist with management of overtime register and presence books.
• Manage office supplies.
• Attend and receive phone calls to JIA office.
• Keep and update tracking sheet for all running contracts.
• Contribute to a motivated, effective and organized working environment.
• Scanning documents.
• Notarise documents.
• Support with office and office equipment maintenance.
• Ensure supervision of admin support staff (office assistants, cleaners, daily workers).

Safeguarding

• Contributes actively to the implementation of the JIA Code of Conduct and all safeguarding policies.
• Maintain high level of confidentiality at all times if you come aware of any safeguarding issue.
• Does not take any step to investigate any known safeguarding incident or rumour.
• Report any safeguarding rumour and incident.
• Disseminate Johanniter’s position of zero tolerance as well as policies to all stakeholders (People we work with) at all level.
• Knowledge of humanitarian principles, core humanitarian standards.

Other

• Ensure compliance with travel and related documentation for staff.
• Perform any other duties and task as maybe assigned.

Person Specification

• Professional Qualification: Relevant Bachelor’s Degree from a recognized university (preferably in Logistics Procurement) or a minimum of 3 years’ relevant experience.
• Degree in business administration, Management or any other related field.

Experience

• Experience with conforming to external donor requirements (e.g. AA, BMZ, ECHO, USAID) and statutory compliance requirements.
• High degree of computer literacy.
• Proven ability to work independently and as part of an international team.
• Knowledge and experience with modern Logistics frameworks.
• Beneficial: Experience working in the humanitarian and/or development sector.
• Beneficial: Proficiency in written and/or spoken English will be a strong advantage to the applicant.

Skills

• Strong organizational, planning, and analytical skills.
• Excellent verbal and written communication skills.
• Ability to work well in a multi-cultural environment in multiple and remote locations.
• Ability to present Logistics concepts to all stakeholders, including non-Logistics staff and managers.
• High-level knowledge and practice with Word, Excel, Outlook, etc.
• Self-motivated with the ability to adapt to changing situations and needs.
• Willingness to travel.
• Ability to prioritize and work under pressure.
• Willingness to be based in Cabo Delgado.