Area Logistics Manager

Responsibilities

1. 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);

1.2. National Procurement (Scenarios C, D and E)

• 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.

2.1. Physical Control

• 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.

3. Assets and Property Management (including premises)

3.1. Asset Management

• 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 hard copies 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 equipment held on the bases under his responsibility;
• Control that tags and identification of Assets are clear for all equipment 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.

 4. 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 (Drivers behavior, speed, pick and drop...)
• Control and secure Service Contracts with Suppliers of rented vehicles and trucks

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:
• No driver shall drive more than 3h in a row, and should take 15-20 min break
• No driver shall be working more than 12h per day
• No driver shall be working a day and night shift in a row
• 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 Coordinators approval
• 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
• Supervise and secure effective use of the entire telecommunication and IT system
• Supervise the offices telecommunication costs
• Supervise the IT officer / Manager in his duties: direct his priorities of maintenance / replacement with Logistics Officers in their respective bases.

6. Security and Safety Management

Important:

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

• Share any security information received with the Liaison Officer / Country Logistics Manager;
• 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 Country Logistics Manager validation;
• Ensure high-level security of all ACTED assets, property and resources;
• Update the emergency contact list on monthly basis and share with all staff;
• Ensure that guards are aware of all safety and security regulations;
• Account for the overall compliance of ACTED security and safety guidelines.
• Prepares the WAM logistics presentation.

• 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);

• 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.

8. 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.