Logistics Officer

Background on ACTED

ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to disasters. Their interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context.

ACTED is looking for professionally confident, self-motivated, experienced and committed team player to fill the Logistics Officer Position in Dolo Ado, Liban zone, Somali region Ethiopia.

Position Profile:

To perform transparent and efficient Logistic management for ACTED programmes in Dolo Ado, Liban zone, Somali region. i.e. all aspects related to Inventory, Communications, assets management, transport etc. The Logistics Officer will report directly to the Field Coordinator and Country Logistic Manager . S/he will have direct hierarchical and functional supervisory role to the Logistics Assistant and other staff under her/his Department.

I.Specific Duties and Responsibilities

Procurement Planning and Supply chain management

Contribute to maintain the national supplier database up-to-date & to nourish it from existing contracts, as well as market surveys;

Contribute to improve the reliability of the order follow-up, and its dissemination amongst operational teams;

Support major procurement campaigns by providing offers pre-analysis, drafting documentation such as procurement memos & contracts if needed, deploying operational plans under the Country Logistics Officers supervision;

Support the efficient & exhaustive circulation, filing & archiving of procurement documentation as detailed in ACTED logistics manual (tender documents, contracts, quotations, etc.);

Review & strengthen the Monthly Procurement follow-up, under the Country Logistics Officer supervision, with logistics & program teams.

Stock Management

Support the periodic inventories, and clear stock discrepancies in a documented manner;

Support the efficient & exhaustive circulation, filing & archiving of stocks & deliveries documentation as detailed in ACTED logistics manual (stock reception vouchers, stocks cards, stock exit forms, etc.);

Review & strengthen the Monthly Stock inventory report, under the Country Logistics Officers supervision, with logistics & program teams.

Fleet and Fuel Management

Support fleet reviews, & fleet prospects under the Country Logistics Officer supervision (market surveys, fleet analysis, etc.)

Close follow up with the vehicles rentals and log sheets.

Close follow up of the status of the payment for the vehicles rented

Support the implementation of user friendly tools for movements & maintenance planning;

Review & strengthen the Monthly Motorized asset report under the Senior Logistics Officer supervision in Addis, andlogistics team in Somali region.

Support the efficient & exhaustive circulation, filing & archiving of fleet & transportation documentation as detailed in ACTED logistics manual (logbooks, maintenance sheets, administrative authorizations, insurance cards, etc.).

Support logistics documentation

Make sure that filing as defined in ACTED manuals is part of the regular trainings to logistics staff;

Review past documentation in coordination & field offices when needed;

Ensure the regular documentation flow from field offices to the coordination office;

Make sure that every paper file has also a scanning version and soft copies.

Asset management

Support assets review, and physical inventories;

Review & strengthen the Monthly asset follow-up per project code, budget line, with a clear location & user for each asset; investigate and document any loss or damage.

Support the efficient & exhaustive circulation, filing & archiving of asset documentation as detailed in ACTED logistics manual (registration cards, etc.).

Communications & IT management

Support communication & IT reviews under the CLO supervision;

Review & strengthen the Monthly communication costs follow-up; investigate & support solving major over-costs;

Support the implementation of the IT plan: handle market surveys of maintenance services, internet connections opportunities, etc. under the CLO supervision;

Support the monthly data back-up (server, emails, etc.) as per replication standards;

Support the efficient & exhaustive circulation, filing & archiving of communication & IT documentation (lease agreements, security assessments, etc.)

Logistics TITANIC[SK1]

Cross-check the overall consistency of all monthly logistics reports;

Prepare the monthly reports and deliver them on time

Cross-check real data with reports under a random strategy, in particular during field visits;

Integrate internal & external audits recommendations into the monthly reports review, as well as regular reviews.

Protection Mainstreaming

Promoting of and adhering to Prevention of Sexual Exploitation and Abuse policy and guidelines (for site residents, ACTED staff, partner agencies, casual labors).

Subordination:

The employee works under the hierarchic supervision of the Field Coordinator / Country Logistic Manager.

Qualifications/Skills Required:

Bachelor degree in purchasing Supply Management or Chartered Institute of Purchasing and Supply (CIPS, UK) or higher national diploma in store, logistics management or equivalent.

At least 5 years relevant experience in procurement and logistics management in INGOs.

High level of integrity, commitment and professional responsibility

Excellent communication, organization and presentation skills.

Computer literate and with excellent IT Knowledge.

Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels,

Ability to work efficiently

Ability to work in an unstable security environment moving

Ability to work independently and creatively about the land and capital

Knowledge of local language and/or regional experience an asset

Fluent in oral and written English, Amharic and Somali