Area Logistic Assistant -Temporary position (3 months)
The logistics team is one of the main support teams in ACTED that provides the support for program to ensure implementing successful projects. They are responsible for the supply chain management (including; Procurement, Delivery management, Stock management) as well as Support the supply chain operations (including; Transportation management, assets management, IT management).
-The area logistics assistant will be allocated in the north of Jordan mainly Zaatari Camp to provide the required logistics support for successful project implementation in the north/camps.
-The Logistics Assistant is managed by the Area logistics officer.
He/She (hereafter referred to as he) is responsible for the procurement, supply, maintenance, and transportation of equipment and facilities for activities out of Mafraq base, related to the host communities, in line with ACTED Logistics guidelines.
Duties and Responsibilities:
1. Procurements:
The Logistic assistant is in charge of all procurements for ACTED in North of Jordan and his key responsibilities listed but not limited below:
– To receive Order form – cross check the items and ensure the OF filled with clear descriptions, delivery timeline, delivery location as well as the budget has validated by Finance;
– To ensure to respect ACTED procurement procedures for each purchase
– To find and prepare the list of successful suppliers in both Capital Office and Area offices;
– To ensure fair and transparent selection of suppliers in each procurement;
– To prepare procurement memo, contracts, purchase orders based on fair and transparent negotiation with suppliers/contractors; and implement all these procedures on the Database
– To follow with program managers on weekly basis OFFU (Order for follow up)
– To follow with Finance on weekly basis contract follow up (CFU) to ensure all procurement contracts under scenario (A, B, C and F) is registered and recorded
2. Asset management:
The Logistics Officer is in charge of assets at the country level for ACTED in Jordan and his key responsibilities listed but not limited below:
Asset management
– To receive, tag and register all new assets across the mission
– Follow-up with both purchasing and finance to complete all relevant documents for compliance purposes
– Conduct periodic spot checks to ensure accuracy of the inventory
– Maintain assets in good working order and to follow-up on the repair/ replacement of assets
Asset follow up
– Conduct periodic inventory controls across the bases to ensure assets are correctly managed & registered
– Spot checks on individual users’ assets to cross check state of assets and verify the lists
other property follow-up
– Conduct periodic inventory controls across the bases and capital to ensure assets are correctly managed & registered.
– Quarterly checks to be conducted for all common assets and properties
3. Delivery Follow up
– To ensure all procurement has been followed by delivery follow up (waybills, reception vouchers and packing list).
– To follow with field to send the signed waybill, reception vouchers and packing list after delivery IMMEDIATELY.
– To attach and file each delivery forms (waybill, reception voucher and packing list) with each relevant purchase documents in designated folder.
– To ensure the received quantity in the waybill(s) corresponds with the purchase documents and Order Form (OF)
- Fleet and Fuel Management
4.1 To ensure proper utilization, maintenance and follow up of the ACTED fleet, as per ACTED procedures;
4.2 To control and manage the cost of the fleet (fuel, maintenance and repairs);
· Ensure that the fleet database is updated and accurate;
· Provide monthly reports and analysis to Capital Office and Area Coordination;
· Regularly review and cross check fleet movements against the fleet database;
· Ensure a monthly roster is prepared for all fleet staff and monitor overtime;
· Ensure that regular vehicle maintenance is undertaken with the rental company.
4.3 Accountable for the overall compliance with the fleet management procedures;
4.4 Vehicle request and allocation standard operating procedures (SOPs)
4.5 Vehicle use and safety procedures (first aid, spares etc);
4.6 Supervision of fleet team; Set up system, implement documents and procedures & develop forms when necessary
5. Communications & IT management
5.1 Support communication & IT needs & communication means allocations, purchase or rental accordingly based on program & transversal needs in country;
5.2 Contribute to ensure that ACTED communication & IT management guidelines are applied in the area and/or for the supported projects;
6. Filing
1.1. Logistic Folders:
– To create and update regularly the procurement folders for each ongoing programs based on purchase scenarios (e.g., 1 folder for all Scenario A and B and one folder for all Scenario C)
– To create and or update the Order form follow up folders (open order form to be placed in this folder)
– To update the procurement folders regularly and ensure that all procurement documents are collected with high attention on transparency and ACTED FLAT guidelines
1.2. FLAT Folder (logistic contributions):
– To provide all scenario “A”, “B” and “C” purchase documents original copies to FLAT focal point immediately after signing the contract with selected supplier(s)
– To provide delivery documents for Scenario “A”, “B” and “C” delivery follow ups, waybills, reception vouchers or packing list) for each delivered contract to FLAT focal point immediately after delivery completion;
Skills
- Bachelor’s degree in logistics, industrial engineering or any relevant field.
- 1-3 Years of experience in logistics in similar fields, Fresh Graduates are also welcomed to apply.
- Good English and Arabic (written and spoken).
- Excellent writing and communication skills.
- Excellent skills in Microsoft office, excel and word.
- Problem-Solving Skills.
- Detail oriented.
