JOB OPPORTUNITY
19/07/2018
ACTED Kenya/Somalia
Last Update
HR Department
July 2018
Department:
Logistics
Position:
Area Logistics Manager
Direct hierarchy:
Country Logistics Manager/ Area Coordinator
Contract duration:
1 year with possibility of extension
Location:
Mogadishu (50%); Baidoa (30%); Kismayo (10%); other locations South Central
Starting date:
1.9.2018
ACTED background:
ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to disasters. Their interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context. Their 3,300 staff is committed in to responding to emergencies worldwide, to supporting recovery and rehabilitation, towards SUSTAINABLE development.
ACTED is looking for professionally confident, self-motivated, experienced and committed team player to fill the position of Area Logistics Manager.
Main Objective
Under the overall guidance and supervision of the Area Coordinator and technical supervision of the Country Logistics Manager, the Area Logistics Manager ensures that s/he performs transparent and efficient logistics activities for ACTED programmes.
Specific Duties and Responsibilities
Procurement and supply chain management
1.1. Local Procurement (Scenarios A, B and C)
Account for overall compliance with ACTED procurement procedures;
Follow-up the procurement for all bases in his area of operations (Scenario A, B, C);
Validate the Purchase / Service Contracts for Scenario C procurement, along with Coordination;
Supervise the computerized tracking of all purchases through the Order Follow Up;
Reinforce current procedures and the quality of ACTED internal control, based on ACTED guidelines, donor requirements and results of internal and external audits;
Supervise and coordinate the entire procurement and supply chain, from reception of Order Form to final delivery (Waybill);
Crosscheck achieved market prices
1.2. National Procurement (Scenarios C, D and E)
Planning of substantial procurements with program and base logistics
Account for overall compliance with ACTED procurement procedures;
Assess / control the need for equipment and appropriate working conditions for all departments;
Combine all Order Forms and Requirements to the Capital when required;
Coordinate the field procurement with Country Logistics Manager to the bases;
Reinforce current procedures and the quality of ACTED internal control, based on ACTED guidelines, donor requirements and results of internal and external audits;
Supervise and coordinate the entire procurement and supply chain, from reception of Order Form to final delivery (Waybill);
1.3. Procurement Coordination
Inform in timely manner the requester of Orders’ status (pending, purchased, delivered…);
Ensure that Program Manager has dispatched someone for warehouses’ deliveries;
Ensure information flow with other departments and sub bases until final delivery.
Ensure planning is happening at the bases
Reporting in WAM
Stock Management 2.1. Physical Control
ACTED Kenya/Somalia
Account for all program and non-program inventories in the office and sub bases through Logistics Officers and Stock Assistants / Supervisors;
Ensure safety of the stock and materials;
Supervise Stock control and follow up with every Logistics Officer;
Must remain aware of all stock / materials movements between warehouses / bases;
2.2. Documentation Procedure
Ensure overall compliance with ACTED stock management procedures;
Control the filing in of documents in timely manner (at reception, delays are not accepted);
Supervise the computerized tracking of all deliveries and Stock Delivery reports;
Forward all proper documentation regarding the overall delivery and stock process prior payment to suppliers for the Country Logistics Manager;
Consolidate all data from bases covered by his area regarding stocks and inventories, to be sent on weekly basis to Islamabad (Every Friday at 6:00pm): Quality Check List, Reception Vouchers, Delivery Reports, and Stock Report.
Assets and Property Management (including premises)
Account for the overall compliance with assets, properties and premises management procedures;
Ensure the safety and effective use of all ACTED assets and properties in the office;
Ensure the maintenance and repairs of assets and properties in timely manner;
Assess the need for additional equipment / premise and coordinate with Country Logistics Manager for approval;
Represent the focal person to combine all base requests for equipment / premise to be submitted with appropriate format to Country Logistics Manager (Premise Request or Order Form)
3.2. Asset Documentation
Account for the overall compliance with assets, properties and premises management procedures;
Regularly control the Asset Documentation (Asset Card, Maintenance / Repair Card, Monthly Equipment Follow Up);
Ensure that Assets file is updated with all necessary documents (vouchers, technical manuals, repair and maintenance documents);
Ensure that all hardcopies of Assets cards, Assets List and Assets Maintenance Sheets are printed and updated: files must be accessible at all times to Country Logistics Manager and any FLAT auditor;
Supervise and control the Asset List from IT Officer / Manager by regular audits of the equipments held on the bases under his responsibility;
Control that tags and identification of Assets are clear for all equipments kept in the bases of his area;
Control and consolidate at area level the Monthly Equipment Follow Up report, to be sent to Islamabad on monthly
basis, every 5th of the month.
Delivery (Transport) Management 4.1. Personnel Transportation
Account for the overall compliance with delivery and transportation management procedures;
Ensure that vehicles are being made available upon proper request to Transport Assistant / Supervisor;
Supervise proper use of vehicles for all ACTED staff;
Prevent any misuse of vehicles in regard of policies (Driver’s behaviour, speed, pick and drop…);
Control and secure Service Contracts with Suppliers of rented vehicles and trucks;
Oversee air movements to and from South Central Somalia
4.2. Materials Transportation
Account for the overall compliance with delivery and transportation management procedures;
Supervise proper use of vehicles for all program requests or materials transfers between bases;
Supervise delivery of ACTED stock and supplies to appropriate bases accordingly;
Control and secure Service Contracts with Suppliers of rented vehicles and trucks;
4.3. Fleet and Fuel Management
Accounts for the overall compliance with the delivery and fleet management procedures (Monthly transport / Fuel Consumption report);
Supervise the running cost of fleet (fuel, maintenance and repairs), including generators;
Regularly control the roaster and management of drivers that must not go against the following constraints unless approved by Country Logistics Manager:
o No driver shall drive more than 3h in a row, and should take 15-20 min break; o No driver shall be working more than 12h per day;
o No driver shall be working a day and night shift in a row;
ACTED Kenya/Somalia
Every driver is responsible of his car and content: the First Aid Kit should be complete, his phone batteries
ready and always available, the NOC required for his passengers at hand;
At any time, the Transport Assistant / Supervisor must know where are dispatched all cars and how many people with the Car Requests and Car Tracking Sheets updated;
4.4. Transport Documentation
Control regularly that all documentation required is filled in timely and precisely;
Supervise the rental Service Contracts for vehicles;
Coordinate with Program Managers to inform them of any delay / problem in satisfying their request;
Provide alternate solutions, in coordination with Area Coordinator’s approval;
Control all documentation related to vehicles (Insurance, Log Books, Fuel Consumption…);
Consolidate and control the Fuel Consumption Follow Up from all Logistics Officers.
Telecommunication and Information Technology Management
Accounts for the overall compliance with the Communication and IT procedures;
Supervise and secure effective use of the entire telecommunication and IT system;
Supervise the office’s telecommunication costs;
Supervise the IT officer / Manager in his duties: direct his priorities of maintenance / replacement with Logistics
Comply with all the reporting requirements from Coordination and Country Logistics;
Present the consolidated monthly reports as required according to ACTED guidelines, every 5th of the month;
Make sure that the FLAT files are updated and well documented;
Provide the Country Logistics Manager with a Compiled Logistics Report from his teams on weekly basis (every Friday at 6:00pm);
Provide a Logistics Work Plan for the following week every Friday at 6:00pm, including the following information:
Procurement Status (Order Follow Up, ongoing procurements, deliveries…)
Stock Situation (Deliveries received, damages, stock requests…)
Vehicle Follow Up (Maintenance, Incidents, Suppliers’ relation…)
Assets list (Repartition of assets, maintenance, problems…)
Overall assessment of human resources
Issues faced, problems dealt
Solutions assessed / offered.
Human Resources Management
The Logistics Manager must be capable of handling his duties and prioritize his work according to the field emergencies, without skipping the reporting responsibilities. He must guarantee that function by managing his team to the best of their personal skills and be capable of directing them.
That includes having them working within a trustable margin of activities and being capable to control their efficiency, taking the necessary corrective actions. The position of Manager involves the responsibility of a team but also of its efficiency, which means that by having no results over the long term he must be capable of training / sanctions / recommendations for more appropriate position.
Perform other tasks as requested by ACTED Management
Qualifications/Skills Required
Bachelor degree in purchasing Supply Management, Logistics management or its equivalent.
At least 6-7 years relevant experience in procurement and logistics management in INGOs.
Experience in safety and security management an advantage.
Computer literate and with excellent IT Knowledge.
Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels,
Strong people management and leadership skills;
Excellent communication skills.
Strong analytical and conceptual skills.
Experience in providing inputs to proposals and donor reports in procurement and logistics.
Demonstrated experience in overall responsibility and accountability for the logistical management of an organization.
Ability to work under pressure, deal constructively with stress and working long hours.
Proven ability to prioritize tasks, meet deadlines and work with limited supervision, pro-active and a good team-player.
Being fluent in Somali language and English is a must
ACTED Kenya/Somalia
Application Procedure:
Qualified persons with the required skills are invited to submit their applications accompanied by detailed curriculum vitae as a single document i.e. with the cover letter being on the first page and the CV starting on the second page, detailing three work related referees and contacts to somalia.jobs@acted.org and received on or before 5.00PM on
2nd August 2018 with the subject line “AREA LOGISTICS MANAGER BAIDOA”. Please do not attach any other documents while sending your applications, if required they will be requested at a later stage. CVs will be shortlisted on an on-going basis.
Please note that only the shortlisted candidates will be contacted.
ACTED will at no stage of recruitment process request candidate to make payments of any kind. Further, ACTED has not retained any agent in connection with recruitments. ACTED is an Equal Opportunity Employer.
ACTED is an Equal Opportunity Employer. ACTED is an Equal Opportunity Employer.
ACTED Kenya/Somalia
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