JOB OPPORTUNITY
19/07/2018
ACTED Kenya/Somalia
Last Update
HR Department
July 2018
Department:
Logistics
Position:
Senior Logistics Officer
Direct hierarchy:
Base Manager/ Area Logistics Manager
Contract duration:
1 year with possibility of extension
Location:
Baidoa; other bases South Central Somalia as required
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 Senior Logistics Officer position in Baidoa.
Main Objective
Under the overall guidance and supervision of the Base Manager and technical supervision of the Area Logistics Manager, the Senior Logistics Officer ensures that s/he performs transparent and efficient logistics activities for ACTED programmes in Baidoa.
Specific Duties and Responsibilities
Procurement Planning and Supply chain management
Responsible for project procurement planning and delivery
Manage and coordinate the entire procurement and supply chain resources; including the tenders (Scenarios C, D, E) related to the base. H/She shall also be managing and coordinating this in the other bases h/she supports.
Prepare procurement plans of new projects being, in preparation for the kick-off meetings of the projects, in connection with the program managers
Prepare waivers needed to change purchase scenarios to facilitate the implementation of the projects, if needed
Reinforce current procedures and the quality of ACTED internal control, based on ACTED standards and best practices
Ensure information flow with other departments for effective service delivery thus securing the successful conclusion of the programs – using ACTED reporting tools,
Update and circulation of the Order Form Follow up (OFFU), Contract Follow up (CFU);
Update and circulation of the procurement follow up;
Accountable for overall compliance with the procurement procedures;
Set up systems, implement documents and procedures & develop forms when necessary;
Ensure that all relevant people understand the procurement process by providing trainings, inductions and consistent information sharing.
Support the capital in terms of procurement, notably regarding mission-wide tenders.
Stock Management
Accountable for ensuring the monthly stock inventory is complete;
Responsible for ensuring that that stock movement (IN & OUT) processes are respected;
Responsible for overall compliance with the stock management procedure;
Responsible for ensuring a regular update of the stock management database and it’s accuracy;
Responsible for providing stock reports;
Set up system, implement documents and procedures & develop forms when necessary;
Supervision and management of the warehouse team.
Delivery (Transport) Management
Overall delivery management for ACTED freight;
Responsible for the overall compliance with delivery management procedures;
ACTED Kenya/Somalia
Set up system, implement documents and procedures & develop forms when necessary.
Assets and Property Management (including premises)
Ensure the safety and effective use of all ACTED assets and property in the mission;
Ensure the asset database is up to date and accurate;
Responsible for ensuring that all assets are in a good working condition and that necessary maintenance and repairs of these resources is undertaken;
Ensure that all assets are used and stored in a safe and secure manner;
Accountable for the overall compliance with assets, property and premises management procedures;
Support HR and Administration in ensuring that property and premises are well maintained and adhere to ACTED standards;
Ensure that all data on ACTED assets is regularly backed up, as per base procedures and properly identified;
Ensure that all data on ACTED assets is backed up upon exit of staff / return of assets;
Set up system, implement documents and procedures & develop forms when necessary.
Fleet and Fuel Management
Ensure proper utilization, maintenance and follow up of the ACTED fleet, as per ACTED procedures;
Control and manage the cost of the fleet (fuel, maintenance and repairs);
Ensure that the fleet database is updated and accurate;
Provide monthly reports and analysis to Capital Office and Area Coordination;
Regularly review and cross check fleet movements against the fleet database;
Ensure a monthly roster is prepared for all fleet staff and monitor overtime;
Ensure that regular vehicle maintenance is undertaken with the rental company.
Accountable for the overall compliance with the fleet management procedures;
Vehicle request and allocation standard operating procedures (SOPs) o Vehicle use and safety procedures (first aid, spares etc.);
o Supervision of fleet team;
Set up system, implement documents and procedures & develop forms when necessary.
Support the capital team, when needed, in terms of fleet follow up, compliance, procurement and contract negotiation.
Telecommunication and Information Technology Support
Ensure that telecommunication and information management are functional;
Report to country office needs and requirements of the base.
Staff management
In consultation with coordination and HR; recruit, interview and select staff with appropriate skills for the department activities, as per the base recruitment guidelines;
Manage department staff according to the established policies and practices of the organization;
Ensure that all department personnel receive an appropriate orientation to the organization in conjunction with HR;
Develop the knowledge of the logistics both technically and by facilitating a reflective learning environment, and regular trainings both to the logistics team but also to external stakeholders
Maintain open dialogue with all team members, and will treat all staff in a respectful way.
Supporting the staff members in other bases, through regular advices, review of the work submitted and training.
Reporting
Responsible for complying with all the reporting requirements within the various sub departments to the area coordination and country management teams; including but not limited to the monthly stock report, the monthly fuel and fleet report, etc.
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 5 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.
ACTED Kenya/Somalia
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 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 “SENIOR LOGISTICS OFFICER 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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