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The Country Logistics Manager (CLM) is a key member of the Management Team at country level. Under the authority of the Country Director\/Representative, the CLM is responsible for supply chain management intended to program implementation, as well as for logistical transversal management such as fleet, fuel, premises, assets & communication management. S\/He should ensure compliance of all logistics operations in country with ACTED logistics & donors\u2019 procedures, best practices & national regulations, with an emphasis given to the value for money principle. He\/She will also lead, provide technical support and<\/p>\n
capacity building to the country logistics staff.<\/p>\n
OBJECTIVES<\/p>\n
1.Ensure timely & cost efficient supply chain management in country, and ensure supply chain traceability & transparency from procurement to final distribution to beneficiaries.<\/p>\n
2.Ensure ACTED operations efficiency, reliability & sustainability across the country through supervision & development of fleet, premises, assets & communication means.<\/p>\n
3.Guarantee compliance to ACTED & donors\u2019 logistics guidelines in all operations within the country and enforce logistics procedures across teams.<\/p>\n
Lead logistics teams, coordinate and facilitate access to information within the FLAT teams.<\/p>\n
DUTIES & RESPONSABILITIES<\/p>\n
1.Supply chain management<\/p>\n
1.1 Procurement: Ensure that any need should be delivered according to the defined chronogram, requested quality standards, and proper procurement scenario.<\/p>\n
a) For any procurement, guarantee the compliance of the supplier selection & related documentation as per ACTED & donor\u2019s procurement guidelines.<\/p>\n
b) Build the sourcing capacity in the country and in the region, and maintain a supplier database accordingly.<\/p>\n
c) Coordinate the procurement cycle across the country with all stakeholders (program, finance, coordination, suppliers, etc.) from the planning stage, to contract signature until delivery <\/p>\n
d) Ensure constant availability of running supplies\/services\/works such as fuel, stationery, transportation means, etc. through framework contracts in particular.<\/p>\n
e) Manage traceability & reconciliation between orders, contracts & deliveries, and liaise with finance for problem solving.<\/p>\n
1.2 Stocks & deliveries: Ensure appropriate storage network & stock management standards across the country<\/p>\n
a) Identify & settle warehouses\/storage space based on needs.<\/p>\n
b) Ensure goods transportation means are secured as per needs.<\/p>\n
c) Coordinate & follow-up deliveries & liaise efficiently with suppliers for problem solving.<\/p>\n
d) Maintain a regular information across teams about stock levels & expected lead-times.<\/p>\n
e) Manage periodic inventories, stock clearance and investigations over discrepancies.<\/p>\n
2.Transversal logistical management<\/p>\n
2.1 Fleet & transportation: Deploy efficient transportation means across the country<\/p>\n
a) Anticipate vehicles needs and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly.<\/p>\n
b) Maintain efficient monthly, weekly & daily planning & movements follow-up tools.<\/p>\n
c) Identify reliable external transportation companies.<\/p>\n
d) Control & optimize fleet costs.<\/p>\n
e) Coordinate an efficient maintenance framework across the country (in terms of operations as well as in terms of costs).<\/p>\n
f) Ensure administrative requirements are met toward customs and any other local authority when transporting goods\/staff.<\/p>\n
g) Organize regular drivers training and refreshers.<\/p>\n
2.2 Fuel: Manage fuel supply across the country; anticipate & mitigate fuel supply risks, including quality requirements.<\/p>\n
2.3 Asset: Deploy an efficient asset allocation & maintenance plan across the country<\/p>\n
a) Anticipate needs for assets and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly;<\/p>\n
b) Maintain an up-to-date asset inventory, including proper asset labelling; investigate and document any loss or damage.<\/p>\n
c) Manage random asset inventories to check the monthly asset follow-up reliability, and take the needed corrective actions.<\/p>\n
d) Manage asset maintenance plans, control & optimize related costs.<\/p>\n
e) Organize regular staff trainings and refreshers (right use of computers & radios, installation & use of generators, etc);<\/p>\n
f) Manage assets donations, obsolescence & replacements over the time in compliance with internal & external regulations.<\/p>\n
2.3 Premises: Ensure proper working & living conditions for all staff in each premise, at all times, by maintaining an efficient general services approach<\/p>\n
a) Identify & settle premises (offices, guesthouses & warehouses) based on geographical, operational, security, and financial criteria, in close liaison with Country Director and Country Finance Manager.<\/p>\n
b) Coordinate monthly inventories of other goods.<\/p>\n
c) Ensure that security & safety guidelines are applied in premises.<\/p>\n
2.5 Communications & IT management: Deploy an efficient IT plan across the country based on ACTED global standards.<\/p>\n
a) Anticipate communication & IT needs and liaise with (Deputy) Country Director & Country Finance Manager to anticipate budgets accordingly.<\/p>\n
b) Control & optimize communication & IT costs.<\/p>\n
c) Ensure administrative requirements are met toward local authorities for communication means in use.<\/p>\n
g) Ensure monthly data back-up (server, computers local data, emails, etc.).<\/p>\n
h) Guarantee that IT security standards are applied, and lead crisis management in country in close liaison with HQ if required.<\/p>\n
i) Organize IT staff regular training & refreshers.<\/p>\n
3. Compliance & transparency<\/p>\n
a) Ensure ACTED logistics manual is applied across the country and donors\u2019 specific requirements for logistics & procurement are met.<\/p>\n
b) Enforce a zero-tolerance policy regarding corruption and ensure adherence to ACTED Code of Conduct and Anti-Fraud policy.<\/p>\n
c) Coordinate logistics TITANIC reporting on a monthly basis, and ensure checking the reliability & relevance of data reported.<\/p>\n
d) Organize a 6-month planning for field visits with clear ToRs, including ad hoc checks and written report following each visit.<\/p>\n
e) Organize regular logistics staff training & refreshers internally about ACTED procedures, lessons learnt, FAQ, etc. across workshops or field visits.<\/p>\n
f) Capitalize on lessons learnt through memos, training module, etc. for continuous improvements of logistics compliance in country.<\/p>\n
g) Follow-up & update internal & external audit report for logistics.<\/p>\n
h) Ensure a timely and accurate logistics document flow in liaison with other FLAT departments.<\/p>\n
4. Leadership<\/p>\n
a) Update the organigram of the logistics department according to the mission development;<\/p>\n
b) Plan & conduct logistics staff recruitments & appraisals; train & build capacities of logistics staff in country; identify staff with potential, and contribute to internal mobility strategy;<\/p>\n
c) Always actively promote strong & structured articulations with all teams for all logistics operations (program & finance in particular).<\/p>\n
d) Manage Implementing Partners relationship on logistics aspects such as procurement, stock & asset management, logistics reporting. In particular, ensure the timely & exhaustive review of IPs logistics documentation.<\/p>\n
e) Represent ACTED with relevant logistics and communication networks, actively building relevant relationships (logistics cluster, etc.)<\/p>\n
f) Actively participate in country level coordination meetings by reporting on progress, and risks.<\/p>\n
g) Contribute to donor proposals, budgets and reports.<\/p>\n
h) Contribute to Emergency Response planning and Contingency Planning efforts for logistics and procurement needs and execution.<\/p>\n
QUALIFICATIONS<\/p>\n
1.Bachelor's degree in logistics, supply chain management, business administration, or a related field.<\/p>\n
2.A minimum of 5 years of experience in logistics and supply chain management, including experience in an NGO or humanitarian setting.<\/p>\n
3.Strong organizational skills. Project management skills is considered an asset.<\/p>\n
4.Experience with procurement, warehousing, and transportation management.<\/p>\n
5.Excellent communication and interpersonal skills.<\/p>\n
6.Fluency in Arabic and English<\/p>\n
7.Ability to work independently and as part of a team.<\/p>\n
8.Ability to adapt to changing environments and manage multiple tasks simultaneously.<\/p>\n
9mmitment to the values and mission of ACTED<\/p>\n