Area Senior Logistics Officer – Aden

ACTED Organization Summary:

Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential.
ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil society worldwide by investing in people and their potential. ACTED is active in 39 countries and implements more than 500 projects a year reaching over 20 million beneficiaries with 6,300 international and national staff.
ACTED has been present in Yemen since early 2012 and has been anchored to the governorates of Ibb, Hudaydah, Raymah, AlDhalee, Saadah, AlJawf, Aden, Dhamar and Marib.
Through its comprehensive programming ACTED has been covering the full continuum of emergency, rehabilitation and development in Yemen. Emergency activities have focused in the sectors of Agriculture & Food Security (e.g. distribution of crop seeds, and livestock), Economic Recovery and Market Systems (e.g. income-generating activities such as cash for work), and WASH (e.g. rehabilitation of water supply facilities, hygiene promotion). ACTED’s food security activities include distribution of food vouchers, which are a key component of ACTED’s interventions in the country.

ACTED Organization is pleased to announce the below job vacancy with the following details:

• Position: Area Senior Logistics Officer
• Department: Logistics
• Location: Aden
• Contract Type: Fixed term

Job Duties and Responsibilities:

Area Senior Logistic Officer is responsible for the following in Aden base:

1.    Procurement and supply chain management

• Coordinate procurement with sub-bases logistics team & program staff. Anticipate procurement risks such as procurement failure, delivery planning, seasonality, budget restrictions, custom clearance, etc., and liaise efficiently with other departments and the LM to mitigate such risks. 
• Ensure the timely implementation of procurements in the base in full compliance with Acted logistics procedures, in particular procurement scenarios & level of authorizations: amend procurement plans if needed.
• Maintain framework contracts 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, program supplies, etc.
• 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.
• Ensure the efficient & exhaustive circulation, filing & archiving of procurement documentation as detailed in Acted logistics manual (tender documents, contracts, quotations, etc.);
• Ensure follow up of the purchasing process until delivery of the goods and ensures official handover of items against signature of receipt. 
• Reinforce current procedures and the quality of ACTED internal control, based on ACTED guidelines, donor requirements and results of internal and external audits;
• Initiate the base’s procurement and supply needs, through the production of necessary Order Form and follow up on final delivery (Waybill) and implementation.
• Assess / control the need for equipment and appropriate working conditions for all departments.
• Inform in timely manner the requester of Orders’ status (pending, purchased, delivered...).
• Ensure information flow with other departments and sub-bases until final delivery.
• Follow up with procurement reporting on base level:
  • Order Form Follow Up. Weekly reports.
  • Improve the supplier base level.
  • Improve the process of contracting and supplier management.
  • Coordinate with Finance Department to ensure that payment to vendor has been mad on-time.

2.    Stock Management

2.1.    Physical Control

• Account for all program and non-program inventories in the office
• Supervise safety of the stock and materials;
• Regularly control the stocks management and follow up with the Supervisor;
• Must remain aware of all stock / materials movements between warehouses;

2.2.    Documentation Procedure

• Ensure overall compliance with ACTED stock management procedures;
• Control the filing/ 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 to Area Coordinator (/Deputy) / Country Logistics Manager;
• Consolidate all data from warehouses regarding stocks and inventories, to be consolidated for Area Coordinator (/Deputy) / Country Logistics Manager weekly: Quality Check List, Reception Vouchers, Delivery Reports, and Stock Report.

3.    Assets and Property Management (including premises)

3.1.    Asset Management

• Account for the overall compliance with assets, properties and premises management procedures;
• Supervise the safety and effective use of all ACTED assets and properties in the office;
• Verify and direct the maintenance and repairs of assets and properties in timely manner;
• Assess the need for additional equipment / premise and obtain authorisation from the Area Coordinator (/Deputy) / Country Logistics Manager;
• Must submit all equipment / premise requests with appropriate format to the Area Coordinator (/Deputy) / 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 verifies the Asset Documentation (Asset Card, Maintenance / Repair Card, Monthly Equipment Follow Up);
• Controls 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 always be accessible to coordination and any compliance request;
• Control that tags and identification of Assets are clear for all equipments kept in the bases of his area;
• Control and consolidate at base level the Monthly Equipment Follow Up report, to be sent to the Area Coordinator (/Deputy)/ Country Logistics Manager on monthly basis, monthly.

4.    Delivery (Transport) Management

4.1.    Personnel Transportation

• Account for the overall compliance with delivery and transportation management procedures;
• Responsible for vehicles to being made available upon proper request;
• Control proper use of vehicles for all ACTED staff;
• Prevent any misuse of vehicles in regard of policies (Driver’s behaviour, speed, pick and drop...);
• Anticipate all FWA staff + carriage vehicles;

4.2.    Materials Transportation

• Account for the overall compliance with delivery and transportation management procedures;
• Manage delivery of ACTED stock and supplies to appropriate warehouses 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);
• Manage and control running costs of base’s fleet (fuel, maintenance and repairs), including generators;

4.4.    Transport Documentation

• Control regularly that all documentation required is filled in timely and precisely;
• Control all documentation related to vehicles (Insurance, Log Books, Fuel Consumption...);
• Consolidate and control the Fuel Consumption Follow Up from all Logistics Officers.

5.    Telecommunication and Information Technology Management

• Accounts for the overall compliance with the Communication and IT procedures;
• Manage and secure effective use of the entire telecommunication and IT system;
• Manage the office’s telecommunication costs;
• Manage internet to be available all the time

6.    Security and Safety Management

Important:

This section of the Senior Logistics Officer shall not affect his other responsibilities but only consist in an additional support to the Liaison / Security Officer’s work as he is in contact with various sources of information.

• Share any security information received with the Liaison Officer / Area Coordinator;
• Ensure that the safety and security standards of ACTED staff (international and local) are appropriate and correspond to ACTED sphere of influence and context of operations;
• Respond to Liaison Officer recommendation upon the Area Coordinator validation;
• Ensure high-level security of all ACTED assets, property and resources;

7.    Procedures and Reporting

• Comply with all the reporting requirements from the Area Coordinator (/Deputy) / Country Logistics Manager;
• Compile and Present all weekly/monthly reports as required according to ACTED guidelines monthly;
• Provide the Area Coordinator (/Deputy) / Country Logistics Manager with a Compiled Logistics Report from his team weekly;
• Provide a Logistics Work Plan for the following week.

8.    Human Resources Management

The Logistics Officer / 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 Senior Officer 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 and recommendations for more appropriate position.

9.    General

• Commit to the humanitarian principles of strict neutrality, religious and political impartiality and non-discrimination;
• Report and clarify any work-related issues and challenges to supervisor in timely manner; 
• Respect time including to work, meetings, deadlines and other reasonable requests;
• Maintain a good team spirit and stimulating working environment amongst staff and colleagues;
• Commit to honest, high-quality work in all aspects of responsibilities;
• Consider safety and security in the field, and report all incidents to the security focal point;
• Undertake any other tasks as reasonably assigned by the Area Coordinator (/Deputy).
• Being able to set up Logistics procedures from scratch
• Being able to work independently

Job Requirement (Qualification and Experience):

• At least 3-5 years of working experience in INGOs;
• Extensive experience in logistics management and procedures;
• Demonstrated communication and organizational skills;
• Ability to train, mobilize, and manage staff;
• Flexibility and ability to multi-task under pressure;
• Ability to work well in unstable and frequently changing security environments;
• Willingness to work and live in often remote areas under basic conditions;
• Advanced proficiency in written and spoken English
• Trustworthy and able to work efficiently in a team, as well as independently, ability for time management and achieving deadlines.