Logistic Officer

Functions

Detailed Responsibilities: 

1. Contribute to timely, cost-efficient & transparent supply chain management in the area :

1.1 Procurement

a) Ensure that ACTED procurement guidelines are applied at all times for all procurements assigned by the Area Coordinator and / or CLM;

b) Contribute to maintain the local supplier database up-to-date & to build a strategic view of sourcing in the area;

c) Contribute to coordinate procurement with capital & other 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 Area Coordinator and CLM to mitigate such risks. Major risks identified should be directly raised to the Area Coordinator and CLM promptly.

d) Ensure the timely implementation of procurements under his/her responsibility in full compliance with ACTED logistics procedures, in particular procurement scenarios & level of authorizations.

e) Contribute to maintain framework contracts in the area for running supplies/services/works in alignment with ACTED procurement guidelines; ensure constant availability of running supplies/services/works such as fuel, stationery, transportation means, etc.

f) 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.

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

1.2 Stocks & deliveries

a) Contribute to ensure goods transportation means are arranged (as required) such as rental trucks, air cargo, etc.

b) Follow-up deliveries under his/her responsibility based on contractual terms. Liaise efficiently with suppliers for timely deliveries in particular, or efficient solving of any unexpected issue.

c) Contribute to anticipate & mitigate delivery risks such as: transportation, legal authorizations, custom clearance, quality check, etc.

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

f) Ensure that ACTED stocks & delivery guidelines are applied in the area at all times ;

1.3 Traceability

a) Contribute to the up-to-date order follow-up and to disseminate the tool to all operational managers.

b) Support the quantity & quality check at every step of the supply chain;

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

2. Contribute to ensure timely, cost efficient & transparent transversal logistical management in the area :

2.1 Fleet & transportation management

1. Support vehicles allocations, purchase or rental based on program & transversal needs in the area;
2. Support efficient monthly, weekly & daily planning & movements follow-up tools;
3. Contribute to ensure that ACTED fleet management guidelines are applied in the area at all times: logbooks, registration & maintenance sheets, etc.
4. Contribute to review & implement an efficient maintenance strategy in the area (in terms of operations as well as in terms of costs): handle market surveys of maintenance facilities, genuine spare parts market, develop practical tools to anticipate vehicles availability, etc.
5. Contribute to ensure that security & safety guidelines are applied in every vehicle in use, and for any movement;
6. Support the monthly physical inventory of fleet, and update related tools accordingly;
7. Contribute to calculate and check the monthly cost of each vehicle (fuel consumption, repairs, insurance, etc); investigate and solve major over-costs; report major increases in fleet costs to the CLM.
8. Support the identification of transportation companies for needs that can’t be covered by ACTED fleet, taking into account opportunities made available through the humanitarian community (logistics cluster, UN flights, etc.).
9. Contribute to coordinate stock transfers or deliveries accordingly by developing coordination tools such as timetables, operational meetings, etc., in close coordination with the CLM.
10. Arrange the  loading and unloading of goods (as required) in connection with project activities;
11. Ensure all administrative requirements including customs clearance and any other local authority clearances are adhered to in connection with the  transportation of  goods/staff;
12. Contribute to organize regular drivers training and refreshers (driving, security & safety, basic maintenance, crisis management, etc);
13. 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.).

2.2 Fuel management

1. Contribute to manage fuel supply in the area in compliance with ACTED procurement guidelines; anticipate & mitigate fuel supply risks if any.
2. Support minimum fuel quality requirements;
3. Contribute to ensure that ACTED fuel management guidelines are applied in the area at all times: fuel slips, fuel bills, standard consumption rates, etc.
4. Support the maintenance of appropriate storage facilities for fuel, as per security & safety guidelines;
5. Contribute to the monthly fuel inventory, and update related tools accordingly; discrepancies with standard consumption rates should be investigated and documented.
6. Support the efficient & exhaustive circulation, filing & archiving of fuel documentation as detailed in ACTED logistics manual (logbooks, fuel slips & bills, etc.).

2.3 Asset management

1. Support assets allocations, purchase or rental based on program & transversal needs in the area;
2. Contribute to ensure that ACTED asset management guidelines are applied in the area at all times: registration cards, monthly asset follow-up, etc.
3. Contribute to maintain an up-to-date monthly asset follow-up per project code, budget line, with a clear location & user for each asset; investigate and document any loss or damage.
4. Support monthly and random asset inventories to check the monthly asset follow-up reliability, and take any corrective action needed;
5. Contribute to review & implement an efficient maintenance strategy (in terms of operations as well as in terms of costs): handle market surveys of maintenance services, develop practical tools to anticipate assets availability, etc.
6. Contribute to regular staff training and refreshers (right use of computers & radios, installation & use of generators, etc);
7. Support the transfer or donation of assets before project ending dates, and the projects final asset reports for the CLM as per donors’ guidelines;
8. Support the efficient & exhaustive circulation, filing & archiving of asset documentation as detailed in ACTED logistics manual (registration cards, etc.).

2.4 Premises management

1. Support the identification & contracting of premises (offices, guesthouses & warehouses) based on geographical, operational, security, and financial criteria, in close liaison with the CLM.
2. Contribute to upgrade of each premises up to ACTED standards;
3. Contribute to ensure proper working & living conditions for all staff in each premises by providing in particular appropriate power supply, drinking water, stationery, etc.
4. Support preventive & corrective maintenance or works of premises;
5. Contribute to maintain a monthly physical inventory of other goods (in addition to the monthly asset follow-up on another hand);
6. Contribute to ensure that security & safety guidelines are applied in every premises;
7. Support the efficient & exhaustive circulation, filing & archiving of premises documentation (lease agreements, security assessments, etc.)

2.5 Communications & IT management

1. Support communication & IT needs & communication means allocations, purchase or rental accordingly based on program & transversal needs in the area;
2. Contribute to ensure that ACTED communication & IT management guidelines are applied in the area;
3. Contribute to maintain a monthly communication costs follow-up; investigate and solve major over-costs; report major increases in communication costs to the CLM.
4. Support the fulfilment of administrative requirements toward local authorities for communication means in use;
   1. Contribute to define & implement the IT plan in the area: handle market surveys of maintenance services, internet connections opportunities, etc. The general objective is to ensure that ACTED in the area benefits from the best technological services at the best price, depending on budget, and based on ACTED global standards.
   2. Support the efficient & exhaustive circulation, filing & archiving of communication & IT documentation (lease agreements, security assessments, etc.)

3. Contribute to the implementation safety & security guidelines, SOP & plans

1. Ensure and control the implementation of Standard Operating Procedures (SOPs) related to premises, communication and movement;
2. Support the preparedness (check contingency kits, first aid kits etc.) to evacuation and contingency plans in capital;
3. Control the implementation of mitigation measures and security rules according to the local context and ensure compliance with Minimum Operating Security Standards (MOSS);
4. Report security breaches if any.

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