Logistics & HAS Associate

Travel requirement

30%

Position Objective

The incumbent will be responsible to support project activities in terms of procurement, logistics, asset management, and event management. The Logistics Assistant will ensure to office base administration base level, in term of planning, technical support to the team on fleet management, warehouse management, equipment/inventory management, ICT management and implementation of projects framework under logistics domain and lesion with provincial team.

Mission 1: Contribute to the definition of mission strategy

• The Logistics and HAS Associate is responsible for:
• Organizing movement Schedule for office  staff and fleet in close coordination with Logistic Manager/SPM

Mission 2: Administrative oversight of IT function at base level

The Logistics Associate is responsible for:

Ensure an ICT strategy is in place, and that correct management of ICT equipment and contracts is in place

Task examples:

• Support in Regular follow up on compliance of ICT with the support of ICT Manager &  Log Officer
• Ensuring internet and equipment is sufficient to enable staff performance

Mission 3: Warehouse Management:

The Logistics and HAS Associate is responsible for:

• Ensure warehouse maintenance and supplies storage is in accordance with ACF standard and protocols.
• Ensure all the supplies and warehouse management tools and equipment for temperature regulation and backup power are available.
• Ensure all supplies storage and stock management documentation is accurate and up to date.
• Ensure an efficient supplies and drug management system in warehouse, in accordance with Drug Regulatory Authority and ACF standards.
• Supervise received supplies at Karachi warehouse and look after the dispatch process of supply distribution as per distribution plan and SRO.
• Coordinate with truck rental companies for efficient distribution of supplies.
• Ensure facilities and compound management across all sites; ensuring that adequate security measures, asset maintenance, power and water supplies are carried out. Also ensure facilities and compounds condition are in line with health and safety standards of ACF, and ensure timely rectification of problems/issues
• Production of relevant reports, ensuring accuracy and compliance with ACF set policies  

Mission 4: Travel & Accommodation Management

The Logistics and HAS Associate is responsible for:

• Ensure travel arrangements are made as per standard procedures (Travel Request Form completely filled by requestor and validate), coordinate with Travel Company for available options.
• Arrange Hotel or guest houses for staff, visitors or expats traveling. Ensure Hotels are green lighted by Security clearances.
• Guest house & Travel payments payment must be cleared within agreed credit period with suppliers
• Advise employees about their flight details and hotel booking arrangements and communicate/coordinate with relevant field staff for further arrangements.
• Same day once received finalized travel.
• Prepare weekly/monthly travel plans in accordance with ACF set standards and sharing with staff and log manager & log co.
• Request vehicle and ensure drivers are advised on flight details times for collection or drop off.
• Ensure staff will submit boarding passes after their journey which will be reconcile with payment request to finance.
• Support on logistical activities at Hyderabad base
• Timely processing related payments of vendors/suppliers every month

Mission 5: Prevent and manage fraud and corruption at base level

The Logistics and HAS Associate is responsible for:

• To assist identifying the risks of fraud and corruption in his/her field of competence and putting in place preventative and monitoring mechanisms
• Making his/her team aware of the risks of fraud and corruption
• Alerting the Country Director to cases of fraud and corruption and undertaking  corrective action
• Putting in place and monitoring recommendations arising from the day-to-day control and audits

Mission 6: Supporting oversight of digital and physical archives

The Logistics and HAS Associate is responsible for:

• Overseeing a plan for handling and storing archives of all projects in hard form;
• Assist Log to ensure definition of the digital archive organisation on NHF and the server.

Mission 8: Humanitarian Access & Security

The Logistics and HAS Associate is responsible for:

• Working closely with the HAS officer Sindh  and senior field office management, will have following responsibilities:
• Serve as security focal point for ACF in Sub base
• Support HAS officer Sindh  for data consolidation and dissemination of relevant security information to staff as per analysis of the security situation.
• Security clearance of all travel requests, monitor day-to-day field movements and ensure the compliance of security protocols.
• Conducting periodic security risk assessment of the district, devise mitigation measures and update local security plan
• Undertake regular site assessments of ACF physical properties and project areas, report on findings and advise necessary improvements
• Orientate all new staff on ACF security policies and procedures and give security briefing to all international visitors visiting sub base
• Reporting all ACF incidents (SIRO) & monitor daily and weekly security incidents in the operating area in order to identify areas of increased risk to ACTION AGAINST HUNGER teams or current security trends.
• Preparing and sharing monthly security reports with analysis and security alerts to all project staff through sms, whatsapp or email.
• Maintaining an updated list of all essentials / emergency contact numbers
• Design and deliver security management training to all field office staff, security guards and drivers.
• Liaise on a need basis with local and provincial authorities in order to make them aware of ACTION AGAINST HUNGER’s current operations.
• Maintain record of NOC, MoUs updated all the times for timely submission to district authorities & LEAs.
• Liaise and establish network with security focal points of I/NGOs and UN working in the area for security related issues.
• Serve as the primary focal person for managing all security guards. 

Mission 8: Ensure compliance with ACFs gender equality, child protection sensitivity and safeguarding policies

The Logistics Associate is responsible for:

• Read and ensure a full understanding of ACFs Gender, Child Protection and other safeguarding policies  
• Implement all work related activities with a gender, inclusion and child protection lens
• Help build an inclusive office environment where people do not feel disadvantaged or judged according to their gender or limited due to manageable disability.

 This is a non-contractual document and it may evolve according to the needs of the mission

Action against Hunger is committed to the prevention of risks related to abuse, sexual exploitation and the promotion of gender equality and its diversity. The Pakistan Mission encourages the application of the women / men / transgender/ disabled workers. Action Against Hunger's recruitment process is free of charge, no compensation of any form shall be requested from a candidate. It reflects the major policies and its charter through its professionalism and impartiality. If you observe behavior in opposition to these values during this process, please report it to the appropriate teams. All persons hired by Action Against Hunger will also be checked for compliance with the "anti-terrorist" lists, while respecting the rights of employees and the confidentiality of personal data.

Disclaimer: We are reviewing CVs on a daily basis due to the urgency, and if we find the appropriate number and quality of applicants sooner, the application process may be concluded before the planned deadline.