Administration and Logistics Team Leader at Frontieri Consult P.L.C

Frontieri Consult P.L.C

Position: Administration and Logistics Team Leader

Job Time: Full-Time

Job Type: Permanent

Place of Work: Addis Ababa, Addis Abeba - Ethiopia

Posted date: 2 weeks ago

Deadline: Submition date is over

About Frontieri; FRONTIERi Consult PLC, based in Addis Ababa, Ethiopia, and with branch offices in Germany/Berlin, South Sudan/Juba, Kenya/Nairobi, and Uganda/Kampala, is one of the leading consulting firms. The firm was established in 2008 primarily to undertake research and consultancy assignments in development and growth in several disciplines and expanded to include data science and IT consulting, business process outsourcing, and creative design, communication, and production services.

Frontieri is a company for talented researchers with different backgrounds and perspectives and we have gathered competent professionals and work in partnership with scholars across the country and abroad in Social Protection and Development; Health, Nutrition, and Gender; Agriculture and Rural Development; Education and Youth Development; and Market and Private Sector Development. For further information, please visit our website at: www.frontieri.com

Job Summary: Under the supervision of the Strategy, Performance and Learning senior Director, the Administration and Logistics Team Leader is responsible for the consulting firm's overall Administration and logistics management.

The position holder is responsible for logistics coordination, including service procurement and facility management, office rent agreement management, office service provision, and making the office conducive for work as per the policy and best practices of the consulting firm.

Duties and Responsibilities

• Take part in the design and implementation of innovative strategies to procure office supplies as the organization demands;
• Ensures that all employees including newly hired employees have gone through formal orientation related to office use, office service provision, and responsibility for the property in their name and report back as soon as any accident happens.
• Consult and design proper strategies and action plans related to the provision of procurement services including the consultant service agreement, office rent agreement administration, and vehicle service agreement;
• Managing the day-to-day operations of the office, including maintaining office supplies, ensuring office equipment is in working order, and coordinating with vendors for office maintenance.
• Ensure all office and project administrative activities are conducted effectively.
• Schedule and coordinate vehicles and drivers, including field vehicle booking schedules.
• Coordinate workshop/training events as required, including hotel liaison, participant confirmation, invitations, travel arrangements, supplies and materials, equipment hire, and providing point of contact support for participants at events.
• Keep track of office inventory and supplies, and initiate purchase orders when necessary to replenish stock
• Entering data into a database and maintaining accurate records related to office activities, inventory, and logistics operations.
• Handle incoming and outgoing communications, including e-mails, phone calls, and in-person inquiries.
• Organize and maintain physical and digital files documents, and contracts ensuring easy retrieval and access to information.
• Ensure that office space is well maintained and secure, coordinating repairs and maintenance when needed.
• Collaborate with external vendors and provide logistical support for Project activities and office staff, including travel arrangements, visas, and field visits.
• Review all service provider’s contracts and contracts for terms and conditions.
• Format, design and prepare documents for printing and copying, upon final approval of the Team Leader and/or Head of Operations.
• Supervise Insurance coverage for vehicles, personnel, and property.
• Oversee the proper and accurate facilitation of property management procedures.
• Conduct Quarterly, Bi-annual, and Annual Inventory counting and developing reports.
• Work with cost-conscious mind set and produces efficiency in the operation of vehicle administration, the procurement of goods and services, the utilization of office supplies
• Ensure that the offices are clean at all times; the office is with clean air and all refreshment service are provided as per the policy and practice of the consulting firm
• Administer office rent agreements including country offices
• Ensures that all items in the store are properly registered and kept;
• Maintains fixed asset register with necessary details and identification numbers;
• Ensures that all necessary formalities of goods received and dispatched are adhered to at all times;
• Ensures that all fast-moving stock items are timely replaced and no gap is created;
• Ensures the established procurement policies and procedures adhere to;
• Coordinate the quarterly and annual asset and equipment inventory
• Produces monthly, quarterly, bi-annual, and annual performance reports;
• Manages the performance of staff that reports to him or her through performance planning, assessing, and producing the report
• Handle all other similar activities as instructed by the senior director

Job Requirements

Qualification and Experience:

• BA Degree in Business Management, Administration, Procurement/Purchasing, and related social studies.
• Minimum 5 years of experience in a similar role, including 2 years in a supervisory capacity
• Advanced Microsoft Word Skills, with a particular focus on formatting functions (e.g., section breaks, table of contents, inserting PDFs, etc.).
• Advanced filing and registration skills Essential Skills
• English Communication skills
• Quality (accurate, precise, thorough, complete, attention to detail).
• Timeliness (meet deadlines, generally handle duties in an efficient and timely manner).
• Helpfulness / positive attitude/diplomacy.
• Organization (tidy and efficient workspace and electronic files);
• Multi-tasking (prioritizing and juggling various tasks effectively);
• Attendance/punctuality.