IT / Logistics Assistant

Assignment:

IT/Logistics Assistant works under the direct supervision of the Logistics Officer / Manager and have functional links with the Country office and Area offices. S/He is responsible for IT (Information Technology) management and Logistics (Procurement) for the Islamabad office and sub bases according to ACTED guidelines.

Responsibilities

IT/Logistics Assistant:

• Provide IT related technical support in computing, computer network hardware, software (System & Application), Server management, Networking, Printer/Scanners/Photocopiers (other officer Equipment’s) installation and sharing on Network, by Providing daily support for computer network users.
• Troubleshooting system and network problems and diagnosing and resolve hardware or software faults.
• Knowledge of Hardware /software/ computer network security systems/Firewalls techniques and applications.
• Knowledge of Servers, Accounts creation on Server, Server settings and troubleshooting.
• Setting up new users' accounts and dealing with password issues.
• Troubleshooting Network and Hardware problems of CCTV and DVR.
• Assist in maintaining Internet service (LANs,WANs) firewalls, and telephone systems.
• Manage all staff computers and e-mail/Data back-ups on monthly basis, cleans all un-necessary data such as movies, videos, music that are not properly filed in a unique file under “Personal data”.
• Manage the office’s telecommunication costs;
• 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);
• Control that tags and identification of Assets are clear for all equipment’s.
• Excellent interpersonal, organizational, management and communication skills.
• Repair and Maintenance of all IT related equipment (Laptop, Printer, Desktop etc.) 
• Assess and conduct technical check of all IT equipment and share report for the assets
• IT/Logistics assistant can be assigned additional responsibilities by supervisor.

Procurement:

• Account for overall compliance with ACTED procurement procedures;
• Collect all Order Forms from other ACTED staff for any type of local procurement and process as per procedures.
• Organize its weekly planning according to collection of Order Forms and market surveys;
• Control that items may not be already available in stocks with Stock Assistant / Supervisor;
• Prepare all Purchase / Service Contracts for Coordination’s validation;
• Take responsibility for negotiating all procurements, whatever the value, to obtain the best prices for the best quality acceptable by requester, within time frame given for reception;
• Update the computerized tracking of all purchases through the Order Follow Up during the week;
• Provide support in organizing the tenders opening as per requirement.
• Manage the base’s procurement and supply chain, from reception of Order Form to delivery of material to initial requester mentioned (reported on the Waybill);
• Link with finance to get an advance based on ready procurement documents.
• Collect supporting documents to process the payment from the basis and from the Stock Supervisor (Reception Voucher and Quality Check)
• Provide any support for the good functioning of ACTED Logistics department whenever requested by ACTED Management. IT/Logistics assistant can be assigned additional responsibilities by supervisor 

Filling:

• Filling of opened tenders
• Update FLAT Logistics files
• Ensure the flow of documentation to FLAT department’s when contracts are completed and paid.
• Procurement contracts submission to CFM, CLM, Country Director, and Supplier for signatures.
• Submission of signed procurement contracts, procurement plans, and waivers to area offices.
• Prepare documents of closed contracts to finance for payment.
• Updating server with scan Logistics documents
• Collect the Order Form in the Order Form folder and file their scanned copy on the server + Hard File.
• Follow up all courier’s documents, letters, notices etc.

Reporting:

• Comply with all the reporting requirements from Logistics Manager;
• Present the monthly reports as required according to ACTED guidelines, every 5th of the month;
• Main recommendations regarding setups of the bases under his responsibility;
• Make sure that the FLAT files are updated and well documented;

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.