Logistics Officer

Assignment

Under the supervision of the Country Logistic Manager (CLM), the Capital Logistic Officer is responsible for overall supervision and management of logistics activities including Procurements, Fleet, assets follow ups, communication/IT, Stock/Warehouse in ACTED’s area of intervention, mainly in support of the Northern Projects (Program) and Amman Base (Support), but not only, and can be the focal point for any project in the mission based on project structure and category, as well as division of tasks and team’s workload. The logistic officer shall be able to manage various aspects of the logistics department, be versatile and be able to manage logistics tasks independently.

Functions

Contribute to timely, cost efficient & transparent supply chain management in country:

1. Procurement.

a) Ensure that ACTED procurement guidelines are applied at all times for all procurements assigned by the CLM, for all scenarios.

b) Strategize selection process based on product category and procurement complexity. The strategizing of the procurement process should facilitate all the different procurement stages, for all procurement scenarios.

c) Contribute to maintain the national supplier database up to date & to build a strategic view of sourcing in the area by registering additional supplier based on a category approach. The office should plan registration campaigns, in advance of time, to have a maximum number of suppliers pre-registered.

d) Support CLM for the development of the procurement plan for every project related to his/her area of coverage, taking into consideration project constraints, donors & ACTED procurement guidelines.

e) Contribute to coordinate procurement with field offices logistics & program staff. Anticipate procurement risks such as tender failure, delivery planning, seasonality, budget restrictions, custom clearance, etc., and liaise efficiently with other departments and the CLM to mitigate such risks. Major risks identified should be directly raised to the CLM promptly.

f) Ensure the timely implementation of procurements under his/her responsibility in full compliance with ACTED logistics procedures, in particular procurement scenarios & level of anticipate & request waivers to the CLM according to the project chronogram to meet operational deadlines; help drafting calls for tenders when needed (in coordination with Project Managers); follow-up selection & contract signature according to level of authorizations.

g) Contribute to maintain framework contracts for running supplies/services/works, as well as program framework agreements, when requested, in alignment with ACTED procurement guidelines; Framework agreement should be strategized adequately.

h) Support and ensure constant availability of running supplies/services/works such as fuel, stationery, transportation means, when necessary.

i) Apply the value for money principle throughout the procurement process by implementing sound suppliers/service providers/contractors offers comparison, physical quality check, search for the best prices, etc.

j) Support the efficient & exhaustive circulation, filing & archiving of procurement documentation as detailed in ACTED logistics manual (tender documents, contracts, quotations, etc.); The officer should focus on in-country filling system and save every procurement in the dedicated folder on ACTED servers. The documents should be the soft copies as well as the signed, stamped, copies of the procurement documentation. The officer should follow an original/copy strategy as per ACTED manual.

2. Stocks & deliveries

a) Contribute to identify warehouses/storage space based on needs in the area, with a strategic view of flows & interconnections between locations & ACTED offices

b) Ensure goods transportation means are secured such as rental trucks, vehicles, or any other means of transportation.

c) Follow-up deliveries under his/her responsibility based on contractual terms. Liaise efficiently with suppliers for timely deliveries, or efficient solving of any unexpected issue. Contribute to anticipate & mitigate delivery risks,

d) Support efficient planning for deliveries to the project teams and contribute to maintain a regular information toward Project Managers about their stock levels & expected lead-times.

e) Ensure that ACTED stocks & delivery guidelines are always applied in the area.

f) Contribute to maintain and disseminate a monthly stock report for every project she/he oversees. The monthly report should take the form of ACTED stock report standards and should be compiled during the TITANIC reports, of not already done per Warehouse.

g) Support stock management activities if deemed necessary by handling periodic inventories, and clear stock discrepancies in a documented manner.

h) Contribute to ensure the exhaustion of stocks before the project ending dates,

i) In collaboration with CLM, support in the drafting and elaboration of projects final stock reports to the CLM as per donors’ guidelines.

j) 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.). It might be requested for the officer to carry out training session related to stock management (external partners, or new logisticians.

3. Traceability

a) Contribute to the up-to-date order follow-up and to disseminate the tool to all operational managers. The officer should update the share OFU on a weekly basis, and directly update Project Managers about progress of procurements or logistical activities.

b) Support the quantity & quality check at every step of the supply chain; The quality check stage should be appropriate, thought ahead and should be documented using ACTED standards.

c) Handle random checks during field visits as well as amongst daily management tasks to check overall traceability of items.

Contribute to ensure timely, cost efficient & transparent transversal logistical management in

Country.

1. Fleet & transportation management

a) Support the identification of transportation companies for needs that can’t be covered by ACTED fleet, considering opportunities made available through the humanitarian community (logistics cluster, UN flights, etc.): vehicle rental companies, air cargo companies, boat lines, etc,

b) Contribute to coordinate stock transfers or deliveries accordingly by developing coordination tools such as timetables, operational meetings, etc., in close coordination with the CLM.

c) Support loading and unloading of goods.

d) Support administrative requirements toward customs and any other local authority when transporting goods/staff.

2. Fuel management

a) The officer is expected to be able to support fuel management activities only when necessary and during the absence of the FLEET/IT Officer at capital level, and upon CLM request.

3. Asset management

a) Support assets allocations, purchase or rental based on program & transversal needs in country.

b) The officer is expected to be able to support asset management activities only when necessary and during the absence of the FLEET/IT Officer at capital level, and upon CLM request.

4.Premises management

a) If requested by CLM, support the identification & contracting of premises (offices, guesthouses & warehouses) based on geographical, operational, security, and financial criteria, in close liaison with the CLM.

b) If necessary and jointly with capital logistics officer, ensure the upgrade of each premises up to ACTED standards and, if requested by CLM, ensure proper working & living conditions for all staff in each premises by providing appropriate power supply, drinking water, stationery, etc. The officer should support preventive & corrective maintenance or works of premises.

c) If necessary, 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.

d) If necessary, support the efficient & exhaustive circulation, filing & archiving of premises documentation (lease agreements, security assessments, etc.)

5.Communications & IT management

a) Support communication & IT needs & communication means allocations, purchase or rental accordingly based on program & transversal needs in country.

b) Contribute to ensure that ACTED communication & IT management guidelines are applied in the area and/or for the supported projects.

c) If necessary and requested by CLM, contribute to the monitoring of ACTED IT plan in country: such as handling market surveys of maintenance services, internet connections opportunities, etc.

Ensure compliance to ACTED & donors’ procedures in all logistics operations under his/her responsibility and actively promote logistics procedures:

• Ensure ACTED logistics manual is applied for all operations under his/her direct responsibility; contribute to improve logistics procedures knowledge by logistics, finance, program and coordination teams.
• Promote the zero-tolerance policy regarding corruption and ensure adherence to ACTED Code of Conduct and Anti-Fraud policy.
• If requested by CLM, contribute to monthly logistics TITANIC under the CLM supervision, carefully checking the reliability & relevance of data reported.
• Handle field visits with clear ToRs, including ad hoc checks (asset & stock inventories, fuel consumption, etc.) and written report following each visit; the planning & ToR should be shared with the CLM.
• If requested by CLM, organize and present logistics or non-logistics staff training & refreshers internally about ACTED procedures, lessons learnt, FAQ, etc. throughout workshops or field visits.
• Capitalize on lessons learnt through memos, training module, etc. for continuous improvements of logistics compliance in country, under the CLM supervision.
• Contribute to follow-up & update internal & external audit report for logistics, under the CLM supervision.
• Support a timely and accurate logistics document flow to the Finance and Transparency/Compliance departments as per ACTED global audit manual.
• Support the preparation of external audits as per Regional Audit teams’ instructions, under the CLM supervision and guidelines.

Contribute to logistics staff capacity building:

• Train & build capacities of logistics staff; identify staff with potential, in accordance with a pre-approved plan developed with CLM.
• Support coordination between the logistics team and Project Managers, Technical coordinators, Area coordinators and Sub-Area coordinators to facilitate effective, efficient, and timely program implementation.
• Represent ACTED with relevant logistics and communication networks, in place of the CLM in his/her absence (internally or externally) as per CLM handover.
• Participate in capital level coordination meetings, in place of the CLM in his/her absence as per CLM handover.
• Contribute to donor proposals, budgets, and reports under the CLM supervision if requested.
• Support any other area/office if requested by the CLM.
• Contribute to Emergency Response planning and Contingency Planning efforts for logistics and procurement needs and execution under the CLM supervision if requested.

Skills

QUALIFICATIONS

• Bachelor’s degree in logistics, industrial engineering, or any relevant field.
• 3-6 Years of experience in humanitarian logistics and other relevant areas. Previous supervisory experience is a plus.
• Knowledge about the donor’s rules and regulations related to procurement and inventory management.
• Excellent English and Arabic (written and spoken).
• Excellent communication skills & problem solving, skills.
• Excellent skills in Microsoft office, excel and word.
• Ability to perform high-level duties with minimal supervision
• A well organized and self-directed individual with sound technical skills, analytical ability, good judgment, and strong operational focus.

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