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Logistics and administration officer
HDPO

Humanity for Development and Prosperity Oragnziation (HDPO) is a non-governmental, non-profit its headquarter is in Uganda, registered in Sudan in early 2020. its opertaions areas are Darfur, ALjazera, Red Sea, and Senar states covering multi sectors. The organization works in the overty redcuatiom and respond to basic needs through providing humanitarian assistance with a focus on promoting communities and institutional capacity building, peacebuilding, life-saving services, working and supporting good governance.

 


 Vacancy No: HDPO-2022-003
 Section/Unit: Operations
 Grade Level: Grade B-1
 Supervisor: Operations Manager
 No. of Post: 2
 Duty Station: One in Khartoum and One in ELfashir
 Duration: 4 months
 Closing Date: 20 Jan 2022

 
 Background:

Humanity for Development and Prosperity Organization (HDPO) is an international organization operating in Sudan and Uganda; HDPO works in poverty reduction through its large-scale programs. HDPO currently partners with IOM through the RRF fund to start a new intervention (protection project in North Darfur – Shagra area).

All HDPO employees are expected to work by the organization’s core values of dedication, innovation, inclusivity, and accountability. These attitudes and beliefs shall guide our actions and relationships. Being an employee of the Humanity for Development and Prosperity Organization (HDPO) in Sudan, the Log/Admin Officer is expected to represent HDPO responsibly and always act by HDPO’s Code of Conduct



 
 Duties and responsibilities:

Roles & Responsibilities:

The purpose of the officer position is day to day implementation of the support functions responsibilities. Use actions words such as ensure, implement, or assist for the position relevant responsibilities.

General responsibilities:

  • Implement and train staff in HDPO’s logistics policies and procedures at the office level
  • Ensure compliance with HDPO’s Logistics Handbook, other HDPO policies, and donor requirements in all procedures and processes
  • Provide anti-corruption, transparency, and cost efficiency focus in all processes (e.g., in -procurement, vehicle management, asset management)
  • Training and development of logistics team at office level
  • Ensure safe and efficient transport of staff and materials/goods 
  • Prepare, check, and share plans, records, and reports as required (e.g., status reports, inventory lists)
  • Implement a filing system/archives according to procedures
  • Supervision of works for payment satisfaction
  • Conduct spot checks
  • Conduct periodic stock counts

Specific responsibilities:

Fleet Management

  • Ensuring maximum fleet efficiency and effectiveness through planned resources allocation and maintenance according to HDPO transport guidelines and manufacturers’ recommendations.
  • Ensuring that all HDPO transport is handled within the HDPO policies and that a monthly carpool report is produced, with a complete analysis of fuel consumption and maintenance issues to manage the fleet in the most cost-effective way
  • Ensuring maximum availability and implementation control mechanisms for all logistical assets (generators, vehicles)
  • Compiling the monthly transport report, and analyzing monthly maintenance costs, and fuel consumption, using the information to make recommendations on vehicle status and overall fleet planning.
  • Ensuring that the Fleet Management System (FMS) is up to date and generating the required reports, and ensuring necessary management action and follow-up as needed.
  • Ensure contracts for vehicle hires are active and professionally managed, in coordination with management.
  • Ensure vehicles hired are in a sound working condition and staff transport needs are met.
  • Install communication system (telephone and e-mail) for HDPO and keep it maintained
  • Establishing and maintaining a system to ensure that minimum stocks are held for spare parts to reduce service and repair lead time, in coordination with stores staff
  • Ensuring that HDPO transport teams meet all project needs

Warehousing and Asset Management

  • Ensuring that all items moving through stores are handled by HDPO policies and procedures in a timely and efficient manner. Establishment, operation, and control of warehouse management and stock inventory in accordance with HDPO warehouse guidelines
  • Ensuring that an accurate monthly stock report is produced and shared with all projects to facilitate the use of items in stock and accurate monthly asset register is made and shared with all tasks to enable donor reporting and tracking of assets
  • Record and maintain asset list for all the equipment, computers, furniture, vehicles, etc. Regularly update inventory list of all HDPO equipment (office and residences)
  • Ensuring that all maintenance needs are met promptly, with high-quality works.

Personnel and Security

  • Ensuring that all staff are appropriately briefed on critical aspects of logistics and HDPO security protocols to improve the service provided by logistics and the communication between teams
  • Line manage logistics Assistant and ensure a motivated, dynamic, result-focused team, with clear roles and responsibilities, by providing support, direction, and clear decision making on all logistics issues
  • Advise the Area manager concerning the job performance evaluations of logistics staff.
  • Handling problems within logistics teams and providing creative solutions, working within HDPO policies.
  • Be the link between the logistics unit in Addis Ababa and the logistics manager on all matters related to the department

 


 
 Minimum Qualification, Skills and Experience Required:

Job Requirement

Qualifications and Competences:

Generic professional competencies:

  • Bachelor’s Degree in Logistics, Business Administration, Commerce, Finance or Accounting
  • Minimum of 3 years relevant experience
  • two years of INGO experience is a plus
  • Experience from working as a Logistics Officer in a humanitarian/recovery context
  • Previous experience from working in complex and volatile contexts
  • Documented results related to the position’s responsibilities
  • Knowledge about own leadership skills/profile
  • Some knowledge of English

Context/ Specific skills, knowledge, and experience:

  • Knowledge of the local context
  • Excellent interpersonal, written, and verbal communication skills. 
  • Strict attention to policy and practice detail

Behavioral competencies:

  • Handling insecure environment
  • Planning and delivering results
  • Empowering and building trust
  • Communicating with impact and respect

 









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