Area Logistics Officer

ABOUT ACTED PAKISTAN:

ACTED is a non-governmental organization with headquarters in Paris, founded in 1993. Independent, private and not-for-profit, ACTED respects a strict political and religious impartiality and operates according to the principles of non-discrimination and transparency. ACTED has been present in Pakistan since 1993. ACTED Pakistan programmes range from short-term emergency responses to recovery and rehabilitation, as well as longer-term development initiatives. ACTED strategy is to target vulnerable communities affected by natural and conflict-related disasters as well as lack of socio-economic development. For further details see the ACTED global website: www.acted.org. Functions: 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;
• Manage the base’s 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 when required for Area Logistics Manager / Country Logistics Manager;
• Keep himself informed of the procurement and supply chain status, 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...);
• Inform Program Manager to dispatch someone for warehouses’ deliveries;
• Ensure information flow with other departments and sub bases until final delivery;
• Supervise the computerized tracking of all purchases through the Order Follow Up every Friday at 4:00pm with Procurement Assistant / Supervisor to anticipate the following week’s needs;
• Update latest procurement results and send Order Follow Up document to / Country Logistics Manager every Friday at 5:00pm.

2.      Stock Management

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;
• Supervise safety of the stock and materials;
• Regularly control the stocks management and follow up with Stock Assistant / 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 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 to Area Logistics Manager / Country Logistics Manager;
• Consolidate all data from warehouses regarding stocks and inventories, to be consolidated for Area Logistics Manager / Country Logistics Manager on weekly basis (Every Friday at 5:00pm):

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;
• 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 Area Logistics Manager / Country Logistics Manager;
• Must submit all equipment / premise requests with appropriate format to Area Logistics Manager / 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 be accessible at all times to Country Logistics Manager and any FLAT auditor;
• 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 Area Logistics Manager / Country Logistics Manager on monthly basis, every 3rd of the month.

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 to Transport Assistant / Supervisor (Car Requests);
• 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...);
• Prepare and submit Service Contracts for rented vehicles and trucks to Area Logistics Manager / Country Logistics Manager;

4.2. Materials Transportation

• Account for the overall compliance with delivery and transportation management procedures;
• Obtain information from Area Logistics Manager / Country Logistics Manager for deliveries to come and contracts signed with suppliers at both base and capital level;
• Manage proper use of vehicles for all program requests or materials transfers between bases;
• 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;
• Responsible of roaster and management of drivers, which 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;
• Prepare 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 Logistics Manager / Country Logistics Manager 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;
• Manage and secure effective use of the entire telecommunication and IT system;
• Manage the office’s telecommunication costs;
• Manage 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 Logistics Officer / Manager 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.

Note: “ACTED is committed to protecting beneficiaries and staff within our programs from sexual exploitation and abuse (SEA). ACTED has a Code of Conduct and organizational policies, which outline the expected behavior of all staff, consultants and other stakeholders and reminds ACTED’s zero-tolerance approach. Any candidate offered a job with ACTED will sign those documents as part of their work contract and is expected to abide by them.” “ACTED is commitment to zero tolerance to all forms of violence against children, beneficiaries and staff. ACTED is equal opportunity ACTEDs. Females and minorities are encouraged to apply. Candidates with disabilities are encouraged to apply. Final selection will be based on security clearance of the candidate.