Logistics Officer

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.

ACTED is looking for professionally confident, self-motivated, experienced and committed team player to fill the Logistics Officer Position in Dolo Ado, Liban zone, Somali region Ethiopia.

Position Profile:

To perform transparent and efficient Logistic management for ACTED programmes in Dolo Ado, Liban zone, Somali region. i.e.  all aspects related to Inventory, Communications, assets management, transport etc. The Logistics Officer will report directly to the Field Coordinator and Country Logistic Manager . S/he will have direct hierarchical and functional supervisory role to the Logistics Assistant and other staff under her/his Department.

      I.            Specific Duties and Responsibilities

Procurement Planning and Supply chain management  

•      Contribute to maintain the national supplier database up-to-date & to nourish it from existing contracts, as well as market surveys;

•      Contribute to improve the reliability of the order follow-up, and its dissemination amongst operational teams;

•      Support major procurement campaigns by providing offers pre-analysis, drafting documentation such as procurement memos & contracts if needed, deploying operational plans under the Country Logistics Officer’s supervision;

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

•      Review & strengthen the Monthly Procurement follow-up, under the Country Logistics Officer supervision, with logistics & program teams.

Stock Management 

•      Support the periodic inventories, and clear stock discrepancies in a documented manner;

•      Support the efficient & exhaustive circulation, filing & archiving of stocks & deliveries documentation as detailed in ACTED logistics manual (stock reception vouchers, stocks cards, stock exit forms, etc.);

•      Review & strengthen the Monthly Stock inventory report, under the Country Logistics Officer’s supervision, with logistics & program teams. 

Fleet and Fuel Management 

•      Support fleet reviews, & fleet prospects under the Country Logistics Officer supervision (market surveys, fleet analysis, etc.)

·       Close follow up with the vehicles rentals and log sheets.

·       Close follow up of the status of the payment for the vehicles rented

•      Support the implementation of user friendly tools for movements & maintenance planning;

•      Review & strengthen the Monthly Motorized asset report under the Senior Logistics Officer supervision in Addis, andlogistics team in Somali region.

•      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.). 

Support logistics documentation

•      Make sure that filing as defined in ACTED manuals is part of the regular trainings to logistics staff;

•      Review past documentation in coordination & field offices when needed;

•      Ensure the regular documentation flow from field offices to the coordination office;

·       Make sure that every paper file has also a scanning version and soft copies.

Asset management

·          Support assets review, and physical inventories;

•      Review & strengthen the Monthly asset follow-up per project code, budget line, with a clear location & user for each asset; investigate and document any loss or damage.

•      Support the efficient & exhaustive circulation, filing & archiving of asset documentation as detailed in ACTED logistics manual (registration cards, etc.).

Communications & IT management

•      Support communication & IT reviews under the CLO supervision;

•      Review & strengthen the Monthly communication costs follow-up; investigate & support solving major over-costs;

•      Support the implementation of the IT plan: handle market surveys of maintenance services, internet connections opportunities, etc. under the CLO supervision;

•      Support the monthly data back-up (server, emails, etc.) as per replication standards;

•      Support the efficient & exhaustive circulation, filing & archiving of communication & IT documentation (lease agreements, security assessments, etc.)

Logistics TITANIC[SK1] 

•      Cross-check the overall consistency of all monthly logistics reports;

·       Prepare the monthly reports and deliver them on time

•      Cross-check real data with reports under a random strategy, in particular during field visits;

•      Integrate internal & external audits recommendations into the monthly reports review, as well as regular reviews.

Protection Mainstreaming

•      Promoting of and adhering to Prevention of Sexual Exploitation and Abuse policy and guidelines (for site residents, ACTED staff, partner agencies, casual labors).

Subordination:

The employee works under the hierarchic supervision of the Field Coordinator / Country Logistic Manager.

Bachelor degree in purchasing Supply Management or Chartered Institute of Purchasing and Supply (CIPS, UK) or higher national diploma in store, logistics management or equivalent.

·         At least 5 years’ relevant experience in procurement and logistics management in INGOs.

·         High level of integrity, commitment and professional responsibility

·         Excellent communication, organization and presentation skills.

·         Computer literate and with excellent IT Knowledge.

·         Excellent interpersonal skills and demonstrated ability to establish effective work relations at all levels,

·         Ability to work efficiently

·         Ability to work in an unstable security environment moving

·         Ability to work independently and creatively about the land and capital

·         Knowledge of local language and/or regional experience an asset

·         Fluent in oral and written English, Amharic and Somali

Application Procedure:

Qualified national persons with the required skills are invited to submit their applications accompanied by detailed curriculum vitae and cover letter 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 [email protected] and received on or before 5.00PM on 23 February 2024 with the subject line “Logistics Officer - Dolo Ado”

Do not attach any other documents while sending your applications, if required they will be requested at a later stage.

Please note that ACTED reserves the right to shortlist on ongoing basis. 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 committed to protecting beneficiaries within our programmes from exploitation and abuse and any kind of misconduct. ACTED has specific policies, including PSEA and Child Protection, which outlines the expected behaviour and the responsibility of all staff, beneficiaries, consultants and other stakeholders and has zero tolerance towards misconducts. Any candidate offered a job with ACTED will be expected to sign ACTED’s organizational Policies and Code of Conduct as an annex to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.

ACTED is an Equal Opportunity Employer.