Logistics Assistant

1.1. Physical Control

-       Account for all program and non-program inventories in the office and sub bases through Logistics assistant  and stock assistant/officers/area logistics Managers

-       Supervise safety of the stock and materials;

-       Regularly control the stocks management and follow up with stock assistant/officers/area logistics managers and all concern.

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

1.2. Documentation Procedure

-       Document and archive and centralized all of the monthly reports copy at capital level (Signed)

-       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 DEL – 03 Stock Delivery reports;

-       Forward all proper documentation regarding the overall delivery and stock process to Country Logistics Manager;

-       Consolidate all data from warehouses regarding stocks and inventories, to be consolidated for Country Logistics Manager on weekly basis (Every Friday at 5:00pm): Quality Check Reports, Reception Vouchers, DEL – 03 Delivery Reports, and STO – 02 Stock Report.

2.       Assets and Property Management (including premises)

2.1. 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  and obtain authorisation from Country Logistics Manager;

-       Must submit all equipment with appropriate format to Country Logistics Manager (PRO_02_Order Form)

2.2. Asset Documentation

-       Document and archive and centralized all of the monthly reports copy at capital level (Signed)

-       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 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 capital/base level the AST- 05 Monthly Equipment Follow Up report, to be sent to Country Logistics Manager on monthly basis, every 5th of the month.

3.       Delivery (Transport) Management

3.1. 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 (TRA-00.2 Vehicle tracking/Movement form)

-       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...);

3.2. Materials Transportation

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

-       Obtain information from 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 (internal/external);

-       Manage delivery of ACTED stock and supplies to appropriate warehouses accordingly;

-       Control and secure procurement service contracts with Suppliers of rented vehicles and trucks;

3.3. Fleet and Fuel Management

-       Accounts for the overall compliance with the delivery and fleet management procedures (TRA_06 Monthly Fuel Consumption report/ TRA_06a Monthly Vehicle information Table);

-       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:

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 Logistics assistant (Transport) must know where are dispatched all cars and how many people with the vehicle tracking Sheets updated;

3.4. Transport Documentation

-       Document and archive and centralized all of the monthly reports copy at capital level (Signed)

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

-       Provide technical support  in preparation of rental  procurement 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 TRA_06 Monthly Fuel Consumption Follow Up from all Logistics Officers.

4.       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;

-       Ensure and supervise the monthly communication allowance is disbursed as per the approved COM- 04 communication cost allowance.

-       Prepare and consolidate monthly communication report COM – 02 & COM-3 monthly email account follow up and submit it to country Logistics Manager every 5th of Month.

5.       Security and Safety Management

-       Share any security information received with the Country security Manager/Country Logistics Manager;

-       Ensure that the safety and security standards of ACTED staff (international and local) are appropriate and correspond to ACTED sphere of influence and context of operations;

-       Respond to security  recommendations upon Country Logistics Manager validation;

-       Ensure high-level security of all ACTED assets, property and resources;

-       Update the emergency contact list on monthly basis and share with all staff.

6.       Field Visits

-       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.

7.       Procedures and Reporting

-       Comply with all the reporting requirements from Country Logistics Manager;

-       Present the monthly reports as required according to ACTED guidelines, every 5th  of the month;

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

-       Provide the Country Logistics Manager with a Compiled Logistics Report from on weekly basis (every Friday at 5:00pm), that will contain:

7.1. Monthly Reporting TITANIC:

o   AST-05 The Equipment Follow Up report;

o   STO-02 The Stock Report;