Logistics Assistant – Fleet & Admin
Job Description
About the Job
The Opportunity
This role assists in planning and allocating vehicles, both owned and rented, in line with program needs and movement plans, while maintaining vehicle logbooks and monitoring usage, fuel consumption, and maintenance schedules. Support the coordination and documentation of rental vehicle contracts, ensuring compliance with insurance, driver requirements, and donor conditions, as well as processing related payments in accordance with agreed terms. Contribute to incident and accident reporting processes by ensuring proper documentation and timely sharing. Utilize the Fleet Management System to track vehicle movements, fuel usage, maintenance schedules, and update fleet asset records, while validating fuel data entries for accuracy and will be responsible for assisting with Logistics, Administration and Fleet operations of the Program Area at Dibate Woreda.
Administrative Support
Support lease management for office premises, ensuring timely renewals, compliance with lease terms, and coordination with landlords.
Assist in maintaining facility standards, including utilities, repairs, safety equipment, and cleanliness.
Track and report facility-related expenses and support budgeting processes.
Support in ensuring compliance with health, safety, and safeguarding standards in all facilities.
Assist in accommodation booking for staff and visitors, ensuring timely and cost-effective arrangements.
Oversee settlement of telecommunication and utility bills, ensuring accuracy and timely payments.
Fleet Operations and Rented Vehicle Management
Assist in planning and allocating vehicles (owned and rented) based on program needs and movement plans.
Maintain vehicle logbooks and monitor usage, fuel consumption, and maintenance schedules.
Support in coordinating rental vehicle contracts, maintaining proper documentation, insurance, and driver compliance.
Process payments for rental services, aligning with contract terms and donor requirements.
Support incident and accident reporting procedures and confirm documentation is filed and shared appropriately.
Utilize the Fleet Management System to track vehicle movements, fuel usage, and maintenance schedules.
Track all fleet assets and update records in the system.
Monitor driver compliance with safety, licensing, and operational protocols.
Encode and validate fuel data entries for accuracy and completeness.
Track and report vehicle maintenance activities, confirming timely servicing and repairs.
Support in monitoring fleet Key Performance Indicators such as utilization, cost efficiency, and downtime.
Collaborate with the Supply Chain Manager to analyze fleet performance and implement corrective actions based on trends.
Compliance and Documentation
Follow procedures outlined in Plan International’s Supply Chain Operations Manual and Fleet Manual during logistics activities.
Maintain complete and audit-ready documentation for fleet, warehouse, and asset transactions.
Support donor reporting requirements by providing timely and accurate logistics data.
Communicate Plan’s Non-Staff Code of Conduct and safeguarding policies to suppliers and service providers and monitor adherence during service delivery.
Safeguarding Children and Young People (Safeguarding) and Gender Equality and Inclusion (GEI)
Understands and puts into practice the responsibilities under Safeguarding and GEI policies and Plan International’s Code of Conduct (CoC), ensuring that concerns are reported and managed per the appropriate procedures.
Ensures that all staff in the unit/function/department are properly inducted on and understand their role in upholding Plan International’s safeguarding and GEI policies;
Ensures that Plan International’s global policies for Safeguarding Children and Young People and Gender Equality and Inclusion are fully embedded in day-to-day work.
Ensures that Plan Ethiopia contributes to Plan International’s global efforts to ensure safeguarding and GEI, including making sure that relevant reporting and data are submitted.
About You
The Individual
Qualifications/ skills/ experience essential:
Education at Diploma in fields such as Logistics, Supply Chain Management, Business Administration, Management, Office Administrative Services Management, Economics and any other related field
Minimum 3 years relevant work experience in areas of vehicles, generator management, and involvement in the supply management of both emergency and development programs, preferably in NGO environment.
Familiarity with fleet operations, warehouse procedures, and asset tracking systems.
Experience managing rental vehicle contracts and facility leases is highly desirable.
Proficiency in Microsoft Office and ERP systems (e.g., SAP, D365).
Good communication skills and interpersonal skills.
Ability to follow instructions accurately and meet deadlines
Strong organizational and record-keeping skills.
Attention to detail and ability to follow procedures.
Commitment to ethical practices and safeguarding principles
Data-entry experience and aptitude
Ability to analyze and report on bulk information
Ability to work independently and manage multiple tasks.
Languages required:
Fluency in English language is essential
Knowledge of local languages is desirable.
