Organization

3iS is a non-for-profit organization that provides information management services to humanitarian and development organizations. Through information management, we help our partners target assistance to the world’s most vulnerable populations, and we support local authorities and institutions to enhance their capacities and become autonomous in their internal data and information management activities.

Scope of Work

The Logistics and Security Coordinator oversees the management of the support functions related to procurement, logistics, safety and security management, in addition to general administrative tasks. The objective of this position is to ensure the smooth running of operations and to provide a strong, efficient and effective support to the program team in their daily activities. While the position is based in Addis Ababa, field visits across the country could be required.

This position reports hierarchically to the Program Manager (PM) and technically to the Logistics and Security Coordinator at headquarters (HQ).

Description of Duties

Procurement & Logistics

• Overall, managing procurement processes, including vendor relations, market research, fleet movement and asset management.
• Developing and implementing procurement strategies which align with the organization’s goals and policies, especially the global procurement policy.
• Conducting market research to identify potential vendors and evaluate their products and services, and to maintain an updated database. Also, to build and maintain strong relationships with vendors to ensure reliable sourcing of goods and services.
• Support the PM(s) on the elaboration of procurement plans, in coordination with HQ.
• Executing fully signed purchase requests (PRs) once received and preparing and issuing requests for quotations (RFQs), requests for proposals (RFPs) and tender documents in accordance with the guidelines of the global procurement policy and its related standard operating procedures (SOPs).
• Evaluating bids and proposals, ensuring compliance with the procurement policy and procedures, in coordination with HQ following the signatory matrix.
• Negotiating contracts, pricing and other terms with vendors to secure the best deals for the organization. Also, to prepare purchase orders (POs) and contracts while securing the reviews of the relevant departments.
• Acting as a contracts administrator and monitoring their execution, as well as the vendor performance, ensuring quality and timely delivery of products and services.
• Preparing payment requests and submitting them to finance based on completed procurement packages.
• Conducting regular evaluations of vendors and managing any issue which may arise with performance, quality or other aspects.
• Providing procurement support to internal and external customers, especially in terms of building a procurement culture and the appropriate implementation of the global procurement policy.
• Managing assets to ensure their effective and compliant use. This includes assigning, tracking, returning, disposing and reporting them.
• Managing fleet movements and relationships with the vendors. This also includes ensuring that appropriate log sheets are implemented and collected.

Safety and Security

• Based on the global security policy, to implement and monitor security procedures.
• Regularly monitoring the changing political and security contexts of their country and/or region.
• Based on the global security policy, developing and updating the security documents which includes but are not limited to risk assessments, security management plans, contingency plans, medical evacuation plans, communication trees, welcome packs, security briefing presentations, training plans and other security SOPs.
• Participating in the implementation of safety and security procedures, and providing sound and timely advice to the personnel. This includes ensuring that mitigation measures, identified in the risk management plans, are understood and implemented.
• Design and practice emergency systems, emergency communications and emergency supplies.
• Submitting monthly security reports.
• Organizing and delivering new personnel and visitors’ inductions.
• Communicating emergency protocols.
• Reviewing and clearing movement requests, as well as monitoring and following up on field missions.
• Managing and monitoring safety kits (e.g. fire extinguishers, first aid kits).
• Managing and coordinating security-related items’ delivery (e.g. visibility) to all personnel.
• Participating in proposal development by providing required security and context-related input.
• Ensuring a sound humanitarian access management (including conducting regular field visits and negotiating with relevant stakeholders).
• Coordinating on a regular basis with the security focal point at HQ.

General Administration

• Managing the development and adaptation of related internal and external policies and regulations, in coordination with HQ.
• Overseeing daily office operations to ensure smooth functioning in close coordination with the PM and other functions.
• Ensuring compliance with internal policies, donor rules and external regulations related to the functions under their responsibility.
• Providing administrative and logistical support such as travel arrangements, event coordination and document preparation.

In addition to any other task which could be requested by the PM or HQ.

Accountability to Beneficiaries

3iS’ personnel is expected to respect principles of accountability to beneficiaries of 3iS programs, in line with international standards while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of field projects.

Guiding Principles

Personnel is expected to respect the local culture and 3iS’ policies, procedures, and values at all times. 3iS has zero-tolerance for sexual harassment, exploitation and abuse, human trafficking, child abuse and exploitation. Any violations of these principles and policies will be treated as serious misconduct. 3iS is an Equal Opportunity Employer regardless of background. 3iS may carry out reference checks with other organizations on matters related to sexual harassment, exploitation and abuse.