Area Transport / IT Assistant

Responsibilities 1.       Procurement and supply chain interaction

-       Coordinate with the Procurement Assistant / Supervisor to anticipate all procurements that will require transportation / delivery;

-       Check that upon every request for delivery, a Purchase Order and/or a Stock Request (if necessary) allow to cross-check the content of materials to deliver through a Waybill;

-       Controls the base’s supply chain aspects in terms of delivery / transfer / return of damaged materials;

-       Must inform the Procurement and Stock Assistants / Supervisors regarding final delivery (Waybill).

2.       Stock interaction

-       Receive information regarding deliveries from Stock Assistant / Supervisor;

-       Must remain aware of all stock / materials movements between warehouses;

-       Control that drivers are well informed of the use and filling of transportation documents from the warehouse (Waybill / Packing list / Reception Vouchers if necessary);

-       Consolidate all documents from deliveries and return the blue copy of Waybills to Store Keeper.

3.       Assets and Property interaction

-       Whenever given Assets / Equipments to deliver or transfer between bases, must inform the Logistics Officer / Manager;

-       Must keep close follow up regarding delivery to appropriate requester;

-       Must return all necessary documents (Asset Reception Sheet) if not signed on site with IT Supervisor / Manager.

4.       Delivery (Transport) Management

a.      Personnel Transportation

-       Account for the overall compliance with delivery and transportation management procedures;

-       Responsible for vehicles to being made available upon submission of appropriate documents: Car Requests;

-       Regularly checks for proper use of vehicles by all ACTED staff;

-       Prevent any misuse of vehicles in regard of policies (Driver’s behaviour, speed, pick and drop...);

-       Ensure that for any transport between bases, drivers are submitting fuel request to ensure that tank is filled in (minimum 50%) and dispose of enough cash in case of emergency.

b.      Materials Transportation

-       Account for the overall compliance with delivery and transportation management procedures;

-       Obtain information from Procurement Assistant / Supervisor or Logistics Officer / 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;

-       Prepare and anticipate Service Contracts with Suppliers of rented vehicles and trucks for submission and supervision of Logistics Officer / Manager;

c.       Fleet and Fuel Management

-       Account for the overall compliance with the delivery and fleet management procedures (Monthly transport / Fuel Consumption report);

-       Follow up and Check of daily Log Books filled in by Drivers;

-       Collecting the copies of all Log Books on weekly basis;

-       Control the In and Out movements of all vehicles (ACTED and Rented) with movement register controlled by guards or specific setup of the base;

-       Manage and control running costs of base’s fleet (fuel, maintenance and repairs), including generators;

-       Supervise Rental Cars / Dynas’ parking lots and control that vehicles are properly parked within ACTED premises;

-       Take responsibility of Roaster and management of drivers, which must not go against the following constraints unless approved by Country Logistics Manager:

o   No driver shall drive more than 3h in a row, and should take 15-20 min break;

o   No driver shall be working more than 12h per day;

o   No driver shall be working a day and night shift in a row;

o   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;

o   At any time, the Transport Assistant must know where are dispatched all cars and how many people with the Car Requests and Car Tracking Sheets updated;

·         Ensure that every driver is having cell phone & contacts list updated;

-       Follow up and daily maintenance of the Vehicle Tracking Sheet of all drivers under his responsibility.

d.      Transport Documentation

-       Control regularly that all documentation required is filled in timely and precisely;

-       Prepare the rental Service Contracts for vehicles and trucks;

-       Prepare the Service Contracts for fuel consumption in exchange with ACTED coupons to be shared with supplier and controlled prior payment by Finance Department;

-       Collect Invoices from Fuel station and Monthly Rent;

·         Follow up of the Monthly Fuel Payment record to any supplier contracted;

-       Prepare the Drivers’ duty Roaster on weekly basis and ensure the replacement of any driver on leave or sick on daily basis (Leave requests are to be collected from drivers 48h in advance, exceptions validated by Logistics Officer / Manager only);

-       Follow up with Distribution Plans and making sure transport availability with the Logistics Officer supervision;

-       Collect all Car Requests on weekly basis (every Friday at 15:00pm) to prepare the booking of cars;

-       Coordinate with Program Managers to inform them of any delay / problem in satisfying their request;

-       Adapt car requirements on daily basis upon urgent requests, approved by Logistics Officer;

-       Provide alternate solutions, in coordination with Logistics Officer / Manager supervision;

-       Control all documentation related to vehicles (Insurance, Log Books, Fuel Consumption...);

-       Prepare copies and control of Log Books on weekly basis to track vehicles’ use by drivers and compliance to ACTED transportation procedures;

-       Consolidate and control the Fuel Consumption Follow Up for Logistics Officer / Manager on weekly basis;

-       Fill in and provide the monthly Fuel Consumption Follow Up and Vehicle Information Table according to dates of submission indicated in ACTED internal procedures.

5.       Procedures and Reporting

-       Comply with all the reporting requirements from Logistics Officer / Manager;

-       Present the monthly reports as required according to ACTED guidelines, every 1st of the month;

-       Make sure that the FLAT files are updated and well documented;

-       Compile all necessary documents and provide a complete Transport Report every Friday at 5:00pm, including the following information:

o   The Fuel Consumption Follow Up;

o   Log Book copies filed;

o   Main procurements follow up (Status within supply chain process through transportation aspects).

ACTED is commitment to zero tolerance to all forms of violence against children, beneficiaries and staff.

ACTED is equal opportunity employers.

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.