Logistics Officer



ACTED Kenya/Somalia
HR Department
Last Update
July 2018

Department:                 Logistics
Position:                      Logistics Officer
Direct hierarchy:           Area Coordinator
Contract duration:        Six months
Location:                      Hargeisa, Somaliland, with travel to other locations in Somalia as required
Starting date:               01.09.2018
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 Logistics Officer position in Hargeisa.

Main Objective

Under the overall guidance and supervision of the Area Coordinator and technical supervision of the Logistics Manager, the Logistics Officer ensures that s/he performs transparent and efficient logistics activities for ACTED programmes in Somaliland.
II. Specific Duties and responsibilities
Objective 1: Management of Somaliland procurement

In accordance to ACTED’s procurement procedures, be responsible for the procurement process of all items or services purchased up to a level agreed with the Country Logistic Manager
Receiving orders from the various departments, signing them and updating in the order follow up
Responsible for coordinating all procurements in the respective location
Responsible to setting up the correct procurement procedure for each purchase;
Contact requesters to ensure correct specifications of each items ordered, in order to avoid non-matching procurement;
Ensure procurement of goods and services is always done following the value for money principle;
Accountable for Compliance with respects to all capital procurements;
Establish the monthly purchase forecast, gathering all purchase that will be done on capital level, and send it to the Country logistics Manger.
Accountable for the reception of all items delivered
Accountable for quantity and quality check of all goods received
Ensure the information flow between the different Stakeholders in the supply chain;
Responsible for transmission to finance all procurement files for payment
Responsible for filling the logistics and compliance procurement file;

Objective 2: Office/infrastructure management

Accountable for efficient management of office and guesthouse
Responsible for all infrastructural works in the base office
Accountable for setting up and received requests for house/office maintenance and assure the effective treatment
Responsible for lease agreement preparation and amendments;

Objective 3: Travel, Transport and Accommodation Hargeisa

Manage and coordinate travel of staff based in Hargeisa
Facilitate travel of visitors coming to Hargeisa
Supervise driver and vehicles in Hargeisa
Ensure effective transport and vehicle management in Hargeisa

Objective 4: IT and Communication

Make sure IT systems work as required
Make sure communication systems ( mobile, vsat, internet) are in proper condition

Objective 5: Stock management and procurement follow-up tools update

Develop, update and supervise the Order follow-up;
Develop, update and supervise the supplier data base;
Develop and update the price data base;
Supervise the IN and OUT processes
Supervise the filing of all processed documents, according to FLAT procedures;
Responsible for compliance with the stock management procedures;

Objective 6: Reporting

Send every Friday the updated Order follow-up to the Heads of Departments and the Program Managers;
Compile and analyze the Logistics reports and send them to the Logistics Manager on 5th of each month.
Writing of the Log Team meeting minutes

Objective 7: Logistics Document Filling

Reception of purchase files and control of the conformity to ACTED procurement procedures. Report any missing to the Logistics Manager
Physical filing of the procurement documents in the adequate place.
Scan every purchase files and save it on the server
Organize the archive room and insure security/cleanness of it;

Objective 8: Security and Safety Focal point Hargeisa and Somaliland

Overall responsibility for Security and Safety in the Hargeisa office and guesthouse
Security focal point for Somaliland under supervision of Country Security Manager
Overall responsibility for road safety in Somaliland

Perform other tasks as requested by ACTED Management
Qualifications/Skills Required

Bachelor degree in purchasing Supply Management or higher national diploma in store, logistics management or equivalent.
At least 4 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

Application Procedure:
Qualified candidates with the required skills and qualifications are invited to submit their detailed curriculum vitae and cover letter to somalia.jobs@acted.org and received on or before 25th July 2018 with the subject line “LOGISTICS OFFICER HARGEISA. Applications sent after the deadline will not be considered.
Please note that only 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.


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