ITC Assistant

ITC/procurement assistant works under the direct supervision of the Country Logistics Manager and has functional links with the Country office’s FLATs and coordination, program and operations departments. He/she is responsible for the, assets, communication Procurement, filling, reporting and personnel for the Islamabad office and sub bases according to ACTED guidelines. In addition, the ITC/assistant is also responsible for communication and safety and security management. He/she supervises all office support staff that fall under his/her supervision.

Job Description:

1.   Procurement and supply chain management

• Local Procurement (Scenarios A, B and C)

-       Account for overall compliance with ACTED procurement procedures;

-       Manage the procurement for all bases in his area of operations (Scenario A, B, C);

-       Follow up of the Work Plan submitted by the Program Managers to prepare and anticipate the needs of procurement;

-       Collect all Order Forms from other ACTED staff for any type of local procurement, every Friday at 3:00pm;

Fill in the PRO_10_Order Follow Up table accordingly every Friday prior submission to Logistics Officer /Manager at 4:00pm;

-       Organize its weekly planning according to collection of Order Forms and market surveys;

-       Prepare all Purchase / Service Contracts for Scenario C procurement, 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;

-       Shall submit a Price List of all regularly purchased items on bi-monthly basis to Logistics Officer / Manager;

-       Update the computerized tracking of all purchases through the Order Follow Up during the week;

-       Enforce procurement procedures’ updates upon management’s instructions on weekly basis;

-       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);

-       Organize Tender opening and procurement committee sessions.

-       Preparing Administrative checklist of the opened tenders with support of Logistics officer (Procurement).

-       Ensure that during PCM all procurement documents are available and updated for presentation to PCM members.

-       Follow upof Sample quality check reports, reception vouchers, Material quality check reports, work completion certificates.

-       Ongoing contractual payments follow up with Finance department.

-       RFQ’S submission to Suppliers.

-       Request for samples submission

-       Contract signing + procurement memo + evaluation sheet drafting

-       Update supplier database.

-       Update price list

-       Collect the Order Form in the Order Form Folder and file their scanned copy on the server

-       Update order form follow up [PRO-10]

-       Follow up of rejection notices of suppliers for procurement scenario D/E

-       Follow up of Procurement plan + waivers + memos and update hard file.

1.    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 couriers documents, letters, notices etc.

1. Procurement and supply chain management link to ITC setup

-       Must assess all the IT, Energy and Communication materials’ need on the bases;

-       Submit request for appropriate setup in the country office under his responsibility to / Country Logistics Manager and prepare PRO_02_Order Form upon validation;

-       Follow up of ITC equipment’s delivery to requester in coordination with Logistics officer/assistant (Stock/Transport);

-       Warrant for submission of all necessary documents of property during supply chain management (AST-04_Asset Reception Sheet).

1. Assets and Property Management (including premises)

2. o   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 and obtain authorisation from Country Logistics Manager;

   -       Must submit all equipment / premise requests with appropriate format to / Country Logistics Manager or PRO_02_ Order Form).

   o   Asset Documentation

   -       Account for the overall compliance with assets, properties and premises management procedures;

   -       Regularly verifies the Asset Documentation (Asset Card, Maintenance / Repair Card, AST-05_Monthly Asset 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 archived according to ACTED internal procedures and FLAT requirements;

   -       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 equipment’s kept in the bases of his area;

   -       Control and consolidate at country level the AST-05_Asset follow up report, to be sent to Area Country Logistics Manager on monthly basis, every 3rd of the month.

   1. Delivery (Transport) interaction

   -       Coordinate with logistics assistant (transport) for any Asset / Equipment transported or transferred to and between bases;

   -       Gather information and appropriate documents from delivery to the requester (DEL-01_Waybill copy and AST-04_Asset Reception Sheet signed).

   1. Telecommunication and Information Technology Management

   -       Accounts for the overall compliance with the Communication and IT procedures;

   -       Takes responsibility for managing the communications monthly costs for emails and Internet in all the bases;

   -       Suggests new possibilities in term of networks and email communication system to the Area / Country Logistics Manager;

   -       Take responsibility to visit ACTED bases in case of problems in computer issues (e.g. Emails, network problems...) through submission and validation of Mission Leave Request form;

   -       Manage all staff computers and e-mail 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”;

   -       Reports to Country Logistics Manager any Personal file that would be larger than 1Go;

   -       Install any software for staff based on office need upon approved decision by Area Logistics Manager/Country Logistics Manager.

   -       Ensure the repairing and maintenance of any internet or communication problem on the basis of activity under his responsibility;

   -       Report any issue, misuse, potential risk for the assets and equipment’s to Country Logistics Manager through a Memo (ACTED template);

   -       Manage and secure effective use of the entire telecommunication and IT system;

   -       Regularly control of the server (if applicable), use and security;

   -       Take responsibility for Monthly Back Up that must be stored on separate source (External Drive);

   -       Manage the office’s telecommunication costs;

   1. Hardware Management

   -       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

   1. Field Visits (Need basis)

   -       Conduct field visit one a month with Country Logistics Manager Validation

   -       Submit quarterly field visit plan to Country Logistics Manager for validation

   -       Highlight the hot issues area field level to be take care and according develop mitigation plan.

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