JOB DESCRIPTION

Job Title Logistics & Procurement Coordinator Country Ethiopia

Division Ethiopia City/ Town Addis Ababa

Sub Division Operations

Incumbent Name

Role summary
As the Logistics and Procurement Coordinator you will be responsible and accountable for the
management of all procurement, logistics and supply chain management related activities to support the
implementation of a widespread Trachoma Elimination program across Oromia.
Working closely with the Ethiopian Federal Ministry of Health, FMHACA, PFSA, Regional Health Bureaus
and other partners you will be required to proactively manage and direct the coordination and tracking of
all medical and non- medical supplies, consumables and equipment through its receipt, storage, and
onward distribution. You will ensure all procurement and logistical processes are implemented in a
manner which captures essential information ensuring the Programs team and Partners are well-informed
and well-prepared and that accurate reporting and monitoring can be captured.
Reports To Support Service Manager Direct Reports  Procurement & Logistics Officer
 Warehouse and Asset Officer
 2 Senior Drivers and Fleet Assistants

Key Internal  All FHF Ethiopia Staff Key External  Partners

Relationships  Procurement Department – Relationships  Suppliers
Sydney  Regional Health Bureaus
 Operations Officer on relevant  Federal Ministry of Health
issues  FMHACA
 PFSA

Core accountabilities
Logistics and Program Support
Responsible for all logistics, procurement and distribution of medical and non-medical supplies for the needs of the programs and
operations of FHF Ethiopia.
 Provide professional advice in relation to drugs and medical supplies.
 Keep abreast and ensure FHF Ethiopia team updated of changes in regulatory policy changes as related to pharmaceuticals and
medical supplies.
 Prepares and submits periodic procurement, inventory status, consumption and other related reports of the unit.
 Establish and maintain sound and easily retrievable records and files (hard copies and electronically, as necessary) for all forms
and process of procurement, storage and distribution transactions.

Procurement Tasks
 Liaise with Program staff to ensure any requirements for procurement support are identified approved and procured in a
timely, well-documented and cost-efficient manner. Implement an annual planning process to streamline repetitive
procurement of goods to increase competitive tendering and internal processes.
 Liaise with the Program staff to get the required specifications for the equipment and advise the concerned teams
 Establish and update supplier database for both medical and non-medical materials, as necessary arrange for preferred
supplier agreements for types of supplies as well as services that will be demanded on a regular basis.
 Source new vendors for better quality inventory and negotiate for better prices and prepare the procurement support
documents.
 Manage and ensure timely purchase and delivery of equipment and consumables keeping to the policies and procedures of
the Country office procurement guide.
 Use excellent customer service skills, establish and maintain effective working relationships with vendors
 To participate in the tendering processes to manage tender lists, manage the dispatch of tender documentation and
quotations in accordance with the governing laws and co-ordinate responses to tender enquiries as appropriate.
 Ensure accurate and timely payment of invoices, as necessary for the organization with the suppliers.
 Ensure quality standards are met through administration of purchasing complaints.

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Stores Management
 Maintain and update the inventory records (stock cards) of all purchases related with medical equipment, supplies and drugs.
 Ensure drug and other medical supplies stores meet standard storage conditions.
 Co-ordinate medical equipment audits bi annually including periodic assessment of medical supplies consumptions against
services provided.
 Ensure (in coordination with the relevant Zonal/ Program Officers) maintenance of adequate level of records for consumption
of medical supplies and equipment at field level and submission of monthly consumption reports and stock balances of
medical supplies and status of medical equipment in the field.
 Co-ordinate annual physical inventory of medical and non-medical items in FHF Ethiopia stores.
 Ensure proper referencing and documentation of Purchase Requisitions, Good Receiving Notes, Store Issue Vouchers,
Waybills, Models received from government partners at times of distribution and delivery of program related materials to
them, and any other documents evidencing procurement, storage and distribution of materials procured or received through
donation.
Fleet Management
 Oversee the Senior Drivers and Fleet Assistants to;
o Ensure transport needs are met on time and efficiently managed with sound transport need scheduling so that
operational and programmatic activities run smoothly.
o Facilitate FHF Ethiopia Vehicles are maintained in good and secured conditions at all times in coordination with Zonal
Project Officers and other responsible staff members.
o Ensure efficient utilization of available vehicles and any other transport resources and monitor associated running
costs are maintained at reasonable range at all times.
o Ensure vehicle insurance policies are renewed, any accidents are reported and claims are processed on time and
efficiently.
Leadership & Management
 Role Model to a high standard The Foundation’s policies and procedures, values and leadership standards.
 Proactively contribute to the development of the divisional strategy.
 Ensure all direct reports have clear performance goals and development plans which enable them to succeed.
 Ensure the effective management of the division’s resources (financial, technical and operational) in order to achieve the
Foundations strategic objectives.
 Effectively select, retain and develop talent, experience and skills to help build a strong Foundation.
 Proactively lead a team, to ensure a high standard of employee engagement.
Planning and Compliance
 Participate in budget preparation and monitoring of budgetary allocation of procurement items to ensure compliance.
 Proactively identify and manage risk in own area ensuring compliance with all relevant legislation, industry codes, FHF policies
and procedures including timely completion of compliance training where required.
 Collaborating with colleagues to encourage proactive health and safety behaviours in addition to implementing all agreed
health and safety initiatives and taking effective action to address risks, incidents and accidents
 Undertake training as required and agreed with line manager.
Other
 Strengthen capacity of staffs and partners in relation to procurement, storage, distribution, and related functions management
especially in relation of pharmaceuticals and medical supplies and equipment.
 Perform other duties as required to meet the objectives of the team.
Team Contribution
 Constructively contribute and collaborate with all colleagues
 Delivery high quality work that supports our global operating environment
 Demonstrate compliance with all legislation and The Foundation’s policies and procedures
Values and Behaviour
 Promote and role model appropriate behaviour to support The Foundation’s culture, performance and brand
 Actively support The Foundations commitment to the principles of diversity, equity and inclusion.
 Actively demonstrate the organisational values:
Integrity: We stand up for what is right
Collaboration: We are stronger together
Empowerment: We make a difference
Action: We focus on results
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Health, Safety & Wellbeing

Adhere to all health and safety policies and procedures of The Foundation and take all reasonable care that your actions or
omissions do not impact on the health and safety of others in The Foundation.
 Identify, assess, prioritise and control risks arising from the operation of the division in relation to the impact on the health and
safety of all staff, contractors and visitors
 Ensure that a system of work is safe and without risk to health is developed, documented and followed by workers and others
through appropriate training, supervision and monitoring
 Ensure that the work for which they are responsible is carried out in ways, which safeguard the health and safety of workers or
others in their charge including contractors whom they engage.
Child Protection
 This position is recognised as having “contact with Children”, either direct or indirect.
Definition - Contact with Children - Being engaged in an activity or in a position that involves or may involve incidental contact
with children, either under the position description or due to the nature of the work environment. It includes indirect and direct
contact with children in the community.

This job description defines the broad responsibilities of this position. Please refer to the work plans for more specific details of the
relevant strategies, goals and performance indicators.

Person Specification
Essential Desirable
Qualifications &  Relevant degree in logistics and/ or procurement management,  Emergency response
Experience with additional training in supply chain management. experience will be looked on
 Evidence of practical experience in procurement and logistics favourably do to the rapidly
management including pharmaceutical supplies within the field growing program and fast
of supply chain management and medical distribution support paced environment
within a public health context.
 At least 6 years of relevant experience in INGO settings.
 Proven record of experience in the management of logistics and
procurement activities at a coordination level.
 Experience in the management of budgets and the ability to
prepare timely, complete and accurate reports.
 Excellent knowledge of the local regulatory environment,
including knowledge of customs clearance, FMHACA and
importing processes.
 Experience in pharmaceutical and general supply chain
management.
 Previous experience in a supervisory or management capacity

Skills & Attributes  Strong negotiation, interpersonal and organization skills.  Basic knowledge on
 Proven Planning and Coordination skills. Ophthalmic equipment
 Strong financial acumen with the ability to interpret financial  Driving an added advantage
information.
 Integrity and business acumen. Must be able to take control and
be accountable.
 Good communication skills, including fluency in spoken and
written English.
 Customer focused and ability to deal with persons at all levels.
 Ability to work with minimum supervision.
 Proficiency with MS Word and Excel.
Other  Preparedness to undergo a police check for working with
children
 Availability and willingness to travel as required

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