Logistic Volunteer

Under the supervision of the Senior Logistics Officer, the Logistic Volunteer, will be responsible for supporting the team in one or several sub functional areas of logistics, as delegated by the Sr. Log officer and log officer.

Functions

1- Procurement

• Support some procurement campaigns by providing offers pre-analysis, drafting documentation such as procurement memos & contracts if needed, deploying operational plans under the supervision of the Sr.log officer;
• 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 the efficient & exhaustive circulation, filing & archiving of procurement documentation as detailed in ACTED logistics manual (tender documents, contracts, quotations, etc.);

2- Stocks & deliveries

• Support transportation means review, and handle market survey if needed under the officer supervision;
• 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.);

3- Premises Management

• Support the identification & contracting of premises (Offices, Guesthouses & warehouses) based on geographical, operational, security and financial criteria in close liaison with the logistics officer
• Support in the upgrade of premises and ensure proper working & living conditions for all staff in each premises by providing in particular appropriate power supply, drinking water, stationery, etc. The officer should support preventive & corrective maintenance or works of premises;
• contribute to maintain a monthly physical inventory of other goods (in addition to the monthly asset follow-up on another hand), such as other property reports.
• support the efficient & exhaustive circulation, filing & archiving of premises documentation (lease agreements, security assessments, etc.)

4- Fleet, transportation & fuel management

• Support fleet reviews, and fleet prospects under the officer supervision (market surveys, fleet analysis, etc.)
• 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.).

5- Assets management

• Support assets review, and physical inventories count;
• Support the efficient & exhaustive circulation, filing & archiving of asset documentation as detailed in ACTED logistics manual (registration cards, etc.).

6- Communications & IT management

• Support communication & IT reviews
• Support the implementation of the IT plan: handle market surveys of maintenance services, internet connections opportunities, etc.
• 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.)

7- Support logistics documentation

• Make sure that filing as defined in ACTED manuals is part of the regular trainings to logistics staff;
• Review, file and achieve past documentation in capital & field offices when needed;
• Ensure the regular documentation flow from field offices to the capital office;

Upon request support logistics operations

The Logistics Volunteer might be requested to replace the Logistics Officer in case of his/her absence, under close supervision of the Sr. Logistics Officer; or to support emergencies, high workload periods, or any specific situation that would require an unusual workload in logistics.

Skills

• Bachelor's Degree in logistics, supply chain management or equivalent.
• minimum 1 year of experience in logistics in a professional environment ** NGO experience is a plus **
• Knowledge of the humanitarian field will be an asset.
• Strong MS excel skills and familiarity with MS office basic functions.
• Strong eye-for-detail.
• Oriented.

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